Temporary Executive Assistant
- Screens calls and visitors; displays tact and professionalism when interacting with all callers, clients, visitors, vendors, and internal attorneys and staff; handles confidential information with professionalism and discretion
- Maintains and coordinates a dynamic calendar and schedules of meetings and conferences in multiple time zones involving the Firm's executive management and important external constituents or clients. Coordination includes technology, conference room and hospitality set up
- Coordinates travel, both international and domestic, for executive and administrative staff, as requested
- Monitors travel plans, including after hours, to coordinate last-minute changes or challenges
- Maintains confidential files, partnership documents, attorney contracts and various critical business contracts, as requested
- Drafts, prepares and distributes materials for meetings and manages multiple projects of a complex and confidential nature, as needed
- Recommends efficiencies and develops/maintains filing systems
- Substantial document work including drafting routine correspondence; use of advanced Microsoft Office functions and styles for composing, editing and manipulation of Word documents, PowerPoint presentations and Excel spreadsheets, and converting documents to and from PDFs, including document comparisons
- Assist with project work including typing, editing, proofreading and preparing documents for meetings or presentations
- Prepares and submits expense reports for executive management, as requested Education & Experience:
- Bachelor's Degree required
- Excellent problem-solving skills, ability to identify and resolve problems in a timely manner; gather and analyze information skillfully; develop and recommend alternative solutions
- Must be well-versed in technology and software applications; must possess the ability to maintain efficiencies in various software programs and be comfortable working in an environment that necessitates computer-based record keeping, internet usage and website usage
- Excellent multi-tasking along with solid planning and organizational skills, including demonstrated ability to manage multiple diverse projects concurrently
- Must be able to work well both independently and collaboratively, and through challenging time constraints, while contributing to a team environment
- Excellent interpersonal skills, as well as customer service skills
- Exceptional and proven writing skills for drafting content and proofing grammar with attention to detail and accuracy
- Ability to coordinate projects; communicate changes and progress of projects; complete projects in a timely fashion and within budget restrictions
- This position will be exposed to sensitive data, thus requiring a high level of trust, discretion, and integrity
- Solid working knowledge of Windows 10, Microsoft Office, Nuance, and Outlook
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