Executive Administrative Assistant

Executive Administrative Assistant

We are seeking a highly organized, proactive, and detail-oriented Executive Administrative Assistant to provide direct support to our Chief Revenue Officer. This individual will serve as the central point of coordination for communications, scheduling, and cross-departmental follow-up, ensuring priorities move forward efficiently across the organization.

The ideal candidate is an exceptional communicator who thrives in a fast-paced environment, can quickly identify priorities, and is comfortable interacting with executives, attorneys, and staff across multiple departments.

Key Responsibilities

• Manage and prioritize a high-volume executive inbox, ensuring emails are addressed, delegated, or responded to in a timely manner.
• Review incoming communications and route requests to the appropriate departments while tracking progress to completion.
• Manage and maintain the executive calendar, scheduling internal and external meetings while resolving conflicts and optimizing availability.
• Coordinate the recruiting pipeline, including tracking prospective lateral attorneys, practice groups, interviews, follow-up items, and onboarding milestones.
• Monitor the status of incoming groups and office launches to ensure all departments remain on schedule and action items are completed.
• Prepare, run, and distribute simple operational and financial reports using Excel and internal systems.
• Prepare meeting agendas, take notes when needed, and follow up on outstanding action items.
• Coordinate communication between executive leadership and departments including Human Resources, Finance, IT, Operations, Marketing, and Recruiting.
• Maintain trackers, dashboards, and spreadsheets to monitor projects, recruiting activity, and operational initiatives.
• Assist with special projects and administrative tasks as assigned.
• Anticipate needs, identify potential issues before they arise, and proactively recommend solutions.

Qualifications

• 3+ years of experience supporting senior executives or leadership teams.
• Exceptional written and verbal communication skills.
• Strong organizational skills with the ability to manage multiple priorities simultaneously.
• Excellent judgment and discretion when handling confidential information.
• Ability to work independently with minimal supervision.
• Strong follow-through and accountability.
• Advanced proficiency in Microsoft Outlook, Excel, Word, and Teams.
• Experience managing executive calendars and email correspondence.
• Comfortable learning new software and internal systems.

Preferred Qualifications

• Experience in a law firm or other professional services environment.
• Experience coordinating recruiting, onboarding, or project management initiatives.
• Familiarity with CRM or applicant tracking systems.

Ideal Candidate

The successful candidate is someone who:

• Is an exceptional communicator.
• Thinks several steps ahead and anticipates needs before being asked.
• Can quickly determine what requires executive attention versus what can be delegated.
• Is highly organized without losing sight of the big picture.
• Maintains professionalism and confidentiality at all times.
• Is comfortable working with multiple departments and holding others accountable for deadlines.
• Takes ownership of tasks and follows them through to completion.