Executive Assistant & Operations Coordinator

Sullivan & Worcester (Sullivan) is a global law firm with lawyers in Boston, London, New York, Tel Aviv and Washington, D.C. Sullivan’s clients, including Fortune 500 companies, leading financial services firms and asset managers, boards of directors, real estate companies, and emerging businesses, rely on Sullivan’s ability to navigate complex legal and operational landscapes, the impeccable judgment of its lawyers, and its commitment to best‑in‑class client service.

The Executive Assistant & Operations Coordinator supports the Managing Partner in the effective execution of firm leadership, client service, and operational responsibilities across the firm. The role combines traditional executive support with project coordination, workflow management, practice support, and exposure to law firm operations.

Working closely with the Managing Partner, the Executive Assistant & Operations Coordinator helps organize and prioritize commitments, prepare for meetings and initiatives, coordinate follow-through, and support the execution of projects with firm leadership, partners, professional staff, and clients.

The position is intended for a highly organized, trustworthy, and technologically capable professional who is interested in learning how a law firm operates and in assuming broader responsibilities over time, based on performance, interest, and firm needs. Success in the role requires sound judgment, discretion, intellectual curiosity, initiative, and the ability to manage multiple priorities in a collaborative and fast-paced environment.

• Work closely with the Managing Partner to organize commitments, prioritize competing demands, and coordinate follow-through on action items and projects.
• Assist in maintaining and updating systems used to track client matters, firm projects, governance responsibilities, and other ongoing work.

• Assist in preparing for Management Committee meetings, partnership meetings, departmental meetings, practice group meetings, and other leadership initiatives.
• Coordinate agendas, supporting materials, meeting logistics, and follow-up activities.
• Help organize information and prepare summaries, reports, presentations, research, and other materials for firm leadership.
• Support coordination among partners, Department Directors, Practice Group Leaders, Committee Chairs, and professional staff.

• Support the Managing Partner’s client service responsibilities by helping organize information and prepare for client meetings, hearings, presentations, and other engagements.
• Help keep track of matter status, deadlines, follow-up opportunities, and client commitments.
• With training and supervision, assist with factual research, drafting, project coordination, and other practice-support activities.
• Assist with selected administrative and operational aspects of client matters, including matter openings, engagement documentation, file organization, signature workflows, billing support, and client communications.

• Use firm-approved technology tools, including Microsoft 365, Copilot, and other GenAI applications, to improve efficiency, organization, and decision support.
• Identify opportunities to streamline workflows, improve information management, and reduce administrative friction while maintaining security.
• Assist with implementation and adoption of new tools and processes.

• Manage calendars and assist with scheduling meetings involving internal and external participants.
• Coordinate travel arrangements and related logistics as needed, including domestic and international travel.
• Draft and assist in preparing correspondence, worksheets, presentations, and other documents.
• Process expense reports and administrative submissions accurately and promptly.
• Handle confidential information with professionalism, discretion, and sound judgment.

• Demonstrated ability to handle confidential and sensitive information with integrity, trustworthiness, discretion, professionalism, and…