Executive Administrative Services Coordinator in New York City, NY

Law Firm

New York City, NY

Executive Administrative Services Coordinator in New York City, NY

Law Firm Non Legal Department

Min 3 yrs required

No

Job Title: Executive Administrative Services Coordinator

Job Responsibilities:

General Counsel Office Administration
- Assist the General Counsel and team in various project management initiatives.
- Organize and assist with practice group functions as directed.
- Manage the travel schedule for the General Counsel, including organizing out-of-town travel arrangements (., air, hotel, car) and preparation of travel itineraries.
- Manage and triage inquiries from firm personnel and external contacts, providing timely responses, redirecting to appropriate team members, or escalating when necessary.
- Monitor incoming e-mails to identify priorities, facilitate work, and assure continuity of communications for the team.
- Track and compile invoices for General Counsel review. Liaise with the law firm's accounting department, outside counsel, and vendors to ensure timely processing of invoices.
- Prepare expense reimbursements for the General Counsel and process them through the law firm's accounting system.
- Type, transcribe, format, and proofread a variety of legal documents and correspondence, as well as assist in preparing and publishing law firm policy updates.
- Open, sort, and route incoming mail; duplicate and email documents.
- Coordinate the renewal of law firm memberships and attorney registrations, manage related attorney accounts, and support due diligence activities, including the preparation and filing of law firm registrations.
- Maintain team webpages on the law firm intranet and coordinate updates to personnel postings as needed across the platform.

Secretarial
- Work efficiently and effectively under pressure to meet multiple and critical deadlines.
- Prioritize tasks, pay attention to detail, and follow through to ensure deadlines are met.
- Manage new business intake requests and facilitate workspace access requests. Maintain an up-to-date matter list and coordinate matter closures as necessary.
- Handle confidential information discreetly and project a professional demeanor in all interactions.
- Maintain cooperative working relationships within the office and practice groups; foster a positive working environment.
- Demonstrate a high level of internal and external client service; screen communication and respond promptly in a clear, concise, and accurate manner.
- Provide coverage when necessary for the team as requested; demonstrate willingness to work in a team environment.
- Understand and use law firm resources effectively.
- Develop and maintain a system for tracking matters that require future attention.
- Maintain attorney calendar and assist with scheduling, advise attorney of appointments.
- Arrange audio/video conferences (., conference calls/video conferences with multiple participants).
- Reserve conference rooms and arrange setup (., whiteboard, audio/video, meals, etc.).
- Make travel arrangements; maintain attorney travel profiles.
- Prepare attorney expense forms in a timely manner.

Education and Experience Information:

- Bachelor’s degree from a four-year college or university preferred.
- Minimum three (3) years of high-level administrative experience, preferably supporting a senior executive in a mid-size organization.
- An equivalent combination of education and experience will be considered.
- Proficiency with Microsoft Office programs: Excel, PowerPoint, Word, Outlook, MS Teams; as well as Docusign and document management systems.
- Independent, self-starting, and self-motivated.
- Superior written/verbal communication skills, strong interpersonal skills, and the ability to work independently and within a team environment are a must.
- Exceptional organization skills.
- Proven ability to meet stringent deadlines, adapt to changing priorities, and balance multiple tasks while operating in a fast-paced and dynamic environment.
- Ability to manage confidential information with discretion.
- Demonstrated proficiency in Microsoft Office products.
- Must be flexible to do occasional evening and weekend work.

Salary Information:

- For positions in New York, NY, the salary range for this job posting is: $78, - $125,.
- The base salary or hourly wage range for this position will be determined during the interview process and will vary based on multiple factors, including but not limited to prior experience, relevant expertise, current business needs, and market factors.
- The final salary or hourly wages offered may be outside of this range based on other reasons and individual circumstances.
- Additionally, salary or hourly wages may be only part of the total compensation package.
- The total compensation package for this position may also include a full range of medical, financial, and/or other benefits (including 401(k) eligibility and various paid time off benefits, such as vacation, sick time, and parental leave), dependent on the position offered.
- Details of participation in these benefit plans will be provided if an employee receives an offer of employment.

Employment is "at-will," and the law firm reserves the right to modify base salary (as well as any other discretionary payment or compensation or benefit program) at any time, including for reasons related to individual performance, firm or individual department/team performance, and market factors.

The law firm is committed to equal employment opportunity and providing reasonable accommodations to applicants with physical and/or mental disabilities. They value inclusion and solicit applications from all qualified applicants without regard to race, color, gender, sex, age, religion, creed, national origin, ancestry, citizenship, marital status, sexual orientation, physical or mental disability, medical condition, veteran status, gender identity, genetic information, or any other characteristic protected by federal, state, or local law. Pursuant to applicable state and municipal Fair Chance Laws and Ordinances, the firm will consider for employment qualified applicants with arrest and conviction records.