Executive Assistant

We are always seeking talented, motivated, growth-minded, and creative individuals. Our firm is committed to providing employee support and advancement, while embracing inclusion and innovation as keys to a stronger future.

We invite you to explore the position below and to submit your application to join our team!

The Executive Assistant is responsible for providing comprehensive executive-level administrative and operational support to the Firm’s Managing Partner, Chief Administrative Officer, Chief Financial Officer, and Chief Human Resources Officer and oversees complex calendar management, travel coordination, expense administration, meeting planning and logistics, and other activities essential to the efficient operation of the Executive Leadership Team. The Executive Assistant develops a thorough understanding of the firm’s business operations, strategic objectives, leadership priorities, and organizational structure to effectively support executive decision-making and serves as a key liaison between senior leadership and internal and external stakeholders, prepares and coordinates executive communications, and provides administrative and project support for governance activities, strategic initiatives, and firmwide programs.

Essential Responsibilities:

• Serve as the key contact and support resource for the firm Managing Partner, including maintaining the Managing Partner’s calendar, scheduling meetings, and travel, submitting expenses, and managing other firm projects for the Managing Partner.
• Manage monthly pre-bill process for Managing Partner, including making narrative edits and liaising with Billing team.
• Provide ongoing support to the firm’s Managing Partner, Chief Administrative Officer, Chief Financial Officer, and Chief Human Resources Officer, including planning all logistical aspects of in-person and virtual meetings, preparing reports and information needed for interoffice travel, and communicating with attorneys and internal teams as needed.
• Coordinate complex scheduling and calendar management, as well as content and flow of information.  Anticipating schedule impact and implications is important in adding value.
• Manage travel logistics and activities as needed, including advance bookings for offices identifying key stakeholders/issues.
• Maintain and refine internal processes that support senior leaders across the firm and coordinate internal and external resources to expedite workflows.
• Effectively and accurately respond to assigned routine correspondence on behalf of the Managing Partner and chiefs.
• Prepare and distribute internal and external documents, including reports, memos, and letters.
• Draft, maintain and regularly update the electronic and paper files of the Managing Partner and chiefs, including governance records and minutes.
• Plan and coordinate work to ensure that senior leaders’ priorities are met, firm goals are achieved, and best practices are upheld.
• Handle confidential information with discretion and professionalism, including amongst and between the Managing Partner and chiefs.

Required Knowledge, Skills, and Abilities:

• Demonstrated ability to handle highly confidential and sensitive information with professionalism, integrity, and sound judgment.
• Proven success in managing multiple priorities and deadlines while consistently delivering accurate, timely, and high-quality results.
• Proven ability to build and maintain strong professional relationships, manage projects and budgets, and effectively balance competing priorities.
• Client-focused professional with a strong commitment to delivering exceptional service and fostering positive stakeholder relationships.
• Ability to collaborate effectively with individuals from diverse backgrounds and across all levels of the firm.
• Strong analytical, critical thinking, and problem-solving skills, with the ability to develop practical solutions and produce high-quality written work products.
• Exceptional organizational and project management skills, with the ability to coordinate multiple concurrent initiatives and achieve desired outcomes.
• Demonstrated ability to work collaboratively with attorneys, clients, internal business partners, and external vendors while fostering productive working relationships.
• Exceptional written, verbal, and interpersonal communication skills, with the ability to communicate effectively with a variety of audiences.
• Ability to work independently and collaboratively in a fast-paced environment while supporting efficient workflows, process improvements, and organizational objectives.
• Highly self-motivated and adaptable, with the ability to prioritize workload, manage competing demands, and thrive in both hybrid and in-office work environments.

Required Education:

• Bachelor’s degree or a combination of training, experience, and education that demonstrates the ability to perform the duties of the position.

Preferred Education:

• N/A

The Firm will comply with any applicable city or state workplace mandates in effect in regards to Covid-19. 

This position description is intended to describe the general content of and requirements for the performance of the job.  The statements contained in the position description are not necessarily all-inclusive and additional duties and responsibilities may be assigned as determined by business needs.

This position description does not constitute a written or implied contract of employment.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

By applying for this position, you agree and understand that Troutman Pepper Locke will process your Personal Information pursuant to the terms of our Worker and Applicant Global Privacy Notice. If you have questions about our data handling practices, or you are a resident of California, the United Kingdom, or the European Union and wish to exercise your privacy rights, please contact us at [email protected]. 

Equal Employment Opportunity
Troutman Pepper Locke adheres to a policy of equal opportunity and will make all employment decisions, which include hiring, promotion, transfer, demotion, evaluation, compensation and separation, without regard to race, color, religion, sex, age, sexual orientation, gender identity or expression, national origin, pregnancy, citizenship, disability, genetic information, marital or armed forces status and any other classification as protected by law.