Description:
The Executive Assistant will provide support primarily to our Managing Partner (MP) and the Director of Administration. Our Executive Assistant is the main point of contact for communications with the MP and will be responsible for actioning tasks from various forms of communication (email, phone, meetings, etc.). The Executive Assistant will perform any other administrative tasks that help the firm's leadership stay organized, efficient, and transparent.
The Executive Assistant will:
- Review, prioritize and action communications directed to the MP, including responding to correspondence. Draft internal and external communication on behalf of the MP.
- Coordinate scheduling for the MP, and governance partners.
- Organize meetings, including gathering documents, drafting agendas, taking meeting minutes, maintaining records, and coordinating schedules and logistics for meetings.
- Answer and respond to phone calls, communicate messages, documents, and information.
- Coordinate travel arrangements and itineraries for MP.
- Maintain action items for MP, including prioritizing tasks and keeping the calendar current.
- Draft various records and documents for MP (e.g., meeting materials and presentations).
- Coordinate task force/committee communications and composition.
- Provide backup support to the Director of Administration.
Core Competencies
The ideal candidate is:
- Exceptionally organized multi-tasker with time-management skills.
- A detail-oriented, proactive communicator with prior experience in the legal services industry, law firm, or professional administration team.
- Technology savvy.
- Someone who exhibits sound judgment to prioritize and make decisions.
- Energetic and eager to tackle new projects and ideas.
- Comfortable interacting with high-level managers and partners.
- A team player who cultivates positive and productive working relationships.
- Resourceful, can-do positive outlook.
- Thrives in a fast-paced environment under the pressure of deadlines.
- Highly trustworthy.
Qualifications
This ideal candidate for this position meets the following requirements:
- A bachelor's degree in public administration or a related discipline is preferred.
- Experienced (minimum 5 years) administrative professional supporting high-level managers and executives.
- Training in the legal services industry, project management, event coordination, financial accounting, public relations, or human resources is considered an asset.
- Excellent computer skills, including Microsoft Office Suite (Outlook, Word, PowerPoint, Excel, M365).
- Exceptional writing, editing, and proofreading skills.
- Excellent communication skills (written and verbal).