Executive Assistant; Boston

Job Summary

Fenwick is seeking an Executive Assistant in the Boston office to support partners across multiple practices. The role is on‑site full time, 40 hours per week, Monday – Friday, 8:30am – 5:30pm. The Executive Assistant (EA) provides high‑impact, proactive support that is both strategic and tactical: anticipating needs, protecting time, driving follow‑through, and keeping priorities moving across client work, practice operations, and business development.

• Own complex, high‑volume calendaring: prioritize requests, resolve conflicts, and align time to business priorities (client meetings, internal leadership, speaking engagements, events).
• Keep leaders prepared and informed—daily/weekly prep, meeting materials, deadlines, and timely reminders with clear next steps.
• Serve as a thoughtful gatekeeper: triage calls, emails, and in‑person requests; use sound judgment to protect focus time and maintain responsiveness.
• Draft, edit, and format polished correspondence and documents—often confidential—tailored to leader preferences and firm standards.
• Manage documents and records: scan, e‑file, organize, and maintain accurate electronic (and occasional paper) files in line with confidentiality and security policies.
• Coordinate business travel end‑to‑end: itineraries, agendas, preferences and loyalty programs, and cost compliance with firm/client guidelines.
• Drive execution on projects and special assignments: clarify objectives, manage stakeholders, track progress, and deliver on deadlines with minimal supervision.
• Continuously improve how work gets done—introduce smarter workflows, tools, and templates; share best practices to strengthen team efficiency.
• Provide flexible back‑up support across the team and represent the Firm and leadership with professionalism at all times.
• Perform other related duties and special projects, as assigned.

• Review and revise monthly bills for accuracy, consistency, and client‑specific requirements (rates, caps, formats, and engagement terms); support timely finalization.
• Prepare and respond to client requests for month‑end estimates, as needed.
• Partner with billing/finance to monitor A/R and collections, flag risks, and help resolve issues.
• For certain leaders, independently execute billing tasks in Aderant, as authorized.
• Track and coordinate select financial transactions (e.g., deal wires and occasional handling of client investment checks) in alignment with firm controls.

• Support business development by keeping key contacts organized and outreach on track; update CRM and ensure follow‑ups happen.
• Coordinate pitch and proposal preparation with Marketing/Finance (background research, materials, budgets, conflicts checks, and meeting logistics).
• Maintain leader bios and client‑facing profiles; monitor relevant alerts/news and help leaders stay connected to priority clients and prospects.
• Provide support for professional social media presence (primarily Linked In), as requested, including drafting posts/messages and coordinating engagement.
• Plan and execute small client events and client gifting with cultural awareness and attention to detail.

• Executive presence and discretion with highly sensitive/confidential matters.
• Strong prioritization and calendar strategy in a fast‑paced, high‑volume environment.
• Proactive problem‑solver with excellent judgment and a bias for action.
• Clear, polished written and verbal communication across all levels.
• Organized, detail‑oriented, and dependable; consistently meets deadlines.
• Comfortable owning projects end‑to‑end and influencing without authority.
• Continuous improvement mindset; adapts quickly to changing priorities and new tools.
• High integrity, accountability, and team‑first approach.
• 5+ years of experience supporting executive‑level leaders (e.g., Partner, C‑suite, VP/SVP), preferably in a professional services or legal environment.
• Advanced proficiency with Microsoft
  365 (Outlook, Word, Excel, PowerPoint, Copilot) and document tools such as Adobe Acrobat.
• Experience with CRM platforms (e.g., Salesforce)…