Executive Assistant

UB Greensfelder has an opening for an Executive Assistant. This position provides administrative support to the Chief Operating Officer (COO), Chief Financial Officer (CFO), Director of Finance, Chief Inclusion & Belonging Officer (CHIBO), Chief Human Resources Officer (CHRO) and HR Director. The Executive Assistant must possess the ability to stay focused on the job and to maximize time utilization and available resources.

Displays high degree of initiative and acts with little supervision to perform assigned tasks. Possesses and demonstrates honesty, integrity, flexibility, and confidentiality in the performance of job responsibilities. Takes an active role in identifying problems and contributing ideas for improvement.

UB Greensfelder LLP is an AM Law 200, super-regional firm law firm focused on exceeding client expectations and delivering superior, customized legal solutions. Created in 2024 through the merger of Ulmer & Berne LLP and Greensfelder, Hemker & Gale, P.C., the firm's 275 lawyers advise regional, national, and global businesses on a wide range of legal matters across more than 25 specialized practice and industry groups.

UB Greensfelder has nine primary office locations, including Chicago;
Cincinnati;
Cleveland;
Columbus, Ohio;
Florida;
New York;
Southern Illinois;
St. Louis; and Washington, DC.

• Provide administrative support to include drafting correspondence, memoranda, presentations, spreadsheets, PowerPoint presentations, e‑mails, and scanning documents.
• Creation of reimbursement requests for HR, Accounting and COO, as well as tracking of expenses for group credit cards.
• Coordinates meetings for senior leadership team, both internal and external, including travel arrangements when necessary.
• Preparation of agenda items and records for monthly Governing Board meetings.
• Assisting Chief Inclusion & Belonging Officer with coordinating and execution of various firm wide programs and initiatives.
• Answer routine questions and compiles various ad hoc reports, projects, or requests for information as needed.
• Assists with formatting firm policy revisions consistent with established guidelines, uploading to firm intranet, and maintaining associated policy index.
• Prepares and distributes confidential materials for both Chief Financial Officer and the Chief Operating Officer.
• Coordinate the onboarding and ongoing administrative oversight of temporary attorneys hired by the firm for document review projects. Ensure new temporary attorneys are set up in the accounting system, process the parking reimbursement for those individuals (if applicable), review timesheets, process check requests for payment to agency invoices, and maintain the temporary employee log.
• Perform other duties as assigned. Responsibilities may be revised as the needs of the Firm change.

• High School Diploma/GED.
• Experience in a professional services environment.
• Strong ability to prioritize multiple competing tasks and deliver accurate work product to meet tight deadlines.
• Knowledge of modern office practices, time management, and procedures, including business correspondence, record keeping and filing systems, and office equipment.
• Ability to perform and prioritize complex administrative tasks involving organization while using sound judgment, speed, and a high attention to detail.
• Ability to apply the knowledge referenced-above to routine situations while coordinating a variety of administrative functions efficiently.
• Ability to produce correspondence and other documents in a variety of formats from copy or rough draft at a speed necessary for successful error free job performance.
• Ability to make sound decisions in a manner consistent with the essential job functions.
• Displays high degree of initiative and ownership of assigned tasks or projects and acts with little supervision to perform assigned tasks.
• Ability to develop clear and comprehensive correspondence.
• Proficient in Microsoft Office including Word, Outlook, Excel, PowerPoint, and Kofax or Adobe.
• Ability to maintain confidentiality, use good judgment and sensitivity.
• Ability to communicate effectively both…