Executive Assistant

• Manage a wide range of administrative responsibilities, including expense reports, invoice approvals, timesheets, and preparation of meeting materials.
• Draft, edit, and format routine correspondence and highly confidential documents, including PowerPoint presentations and executive communications.
• Maintain confidential files and records outside the Firm’s Records Center.
• Proactively identify and implement process improvements and administrative efficiencies.
• Leverage AI tools to enhance workflow and streamline administrative tasks.

• Manage complex executive calendars, exercising discretion and sound judgment to prioritize competing demands.
• Coordinate meetings across multiple domestic and international offices.
• Organize high-level meetings with Firm leadership, collaborating closely with stakeholders and their assistants to ensure seamless execution.
• Prepare agendas, gather materials, and manage all logistics including scheduling, room setup, and distribution of meeting materials.
• Anticipate needs and ensure executives are fully prepared for internal and external meetings.

• Arrange complex domestic and international travel, including detailed itineraries and coordination with internal offices and external contacts.
• Research international travel requirements and facilitate necessary documentation.
• Coordinate in-office meetings and client visits to ensure efficient scheduling and prioritization.

• 5+ years of experience supporting senior executives or professional services leaders; law firm experience preferred.
• Exceptional communication and interpersonal skills, with the ability to interact confidently and diplomatically at all levels.
• Proven ability to handle highly confidential information with discretion and professionalism.
• Advanced proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook); experience with Chrome River preferred.
• Strong research skills and comfort using electronic databases.
• Excellent organizational and time management skills with the ability to manage multiple, detail-intensive priorities simultaneously.
• Strong analytical skills and sound independent judgment.
• Meticulous attention to detail and strong follow-through.
• Ability to remain composed under pressure and manage competing demands in a fast-paced environment.
• Flexibility to work extended hours as needed.
• Experience using AI tools to support administrative work is a plus.

The Phoenix Group Advisors is an equal opportunity employer. We are committed to creating a diverse and inclusive workplace and prohibit discrimination and harassment of any kind based on race, color, religion, gender, sexual orientation, gender identity or expression, national origin, age, genetic information, disability, or veteran status. We strive to attract talented individuals from all backgrounds and provide equal employment opportunities to all employees and applicants for employment.