Executive Assistant

JOB TITLE:     Executive Assistant to the Managing Partner
OFFICE LOCATION:  Philadelphia
DEPARTMENT: Group Operations         
MANAGER:    Chief Operating Officer    
FLSA STATUS: Full-Time/Nonexempt    

POSITION SUMMARY:  
The Executive Assistant to the Managing Partner serves as a highly trusted partner responsible for helping the Managing Partner operate with exceptional organization, preparation, communication, and follow-through. This role provides high-level administrative and organizational support, while serving as a central point of coordination for the Managing Partner’s schedule, communications, commitments, and follow-up items.
The ideal candidate is a proactive, resourceful professional with strong judgment, exceptional organizational and communication skills, and the ability to anticipate needs in a fast-paced environment. This individual must be comfortable operating at both a detailed administrative level and a broader organizational level, ensuring the Managing Partner is supported in day-to-day responsibilities and long-term initiatives.
The position requires discretion, professionalism, sound judgment, and the ability to build strong relationships throughout the firm while managing multiple priorities and confidential matters with accuracy and composure.

ESSENTIAL FUNCTIONS AND JOB RESPONSIBILITIES:
Calendar & Schedule Management
•    Manage the Managing Partner’s calendar with a strong understanding of priorities, travel considerations, and meeting preferences.
•    Coordinate in-person, virtual, and hybrid meetings across time zones.
•    Prioritize meeting requests and scheduling decisions in alignment with the Managing Partner’s and firm’s strategic priorities.
•    Work with internal and external parties to arrange meetings, meals, speaking engagements, and related logistics.
•    Proactively identify and resolve scheduling conflicts, competing priorities, and potential gaps in preparation.
•    Help organize travel arrangements and related itineraries.
•    Protect the Managing Partner’s time by ensuring meetings are purposeful, well-prepared, and aligned with firm priorities.
•    Enter Managing Partner’s time into the Firm’s timekeeping tool. 

Meeting Preparation & Logistics
•    Coordinate logistics, assemble materials, and ensure all arrangements are in place for meetings and forums driven by the Managing Partner.
•    Anticipate preparation needs for recurring meetings and upcoming discussions.
•    Prepare or gather briefing materials, background information, and supporting documents for meeting prep.
Agenda & Presentation Support
•    Draft meeting agendas, outlines, and presentation materials based on the Managing Partner’s goals and objectives.
•    Create initial templates and frameworks, working with key attorneys and business professionals to gather content and finalize materials.
•    Assist in organizing information into clear, concise, and effective presentation formats.
•    Support preparation of executive-level presentations, updates, and leadership meeting materials.

Data, Technology & Reporting Support
•    Pull recurring financial, operational, and other key reporting data using firm systems and platforms.
•    Navigate firm technology tools effectively.
•    Conduct basic research, compile information, and prepare summaries to support executive decision-making.
•    Maintain organized records of key data, materials, and reference documents.
Coordination & Follow-Up
•    Coordinate with chiefs, partner leaders, department heads, and business professionals on behalf of the Managing Partner.
•    Maintain visibility into key priorities and commitments.
•    Follow up on open items, track responses, deadlines, and action items, and help keep processes moving.
•    Identify issues, risks, or matters that may require executive attention.
•    Respond to appropriate inquiries using an understanding of the Managing Partner’s preferences, priorities, and communication style.
•    Help ensure alignment and timely communication across stakeholders.
Expense Management
•    Process the Managing Partner’s expenses, including travel-related costs, invoices, and reimbursements.
•    Coordinate with overflow support as needed to ensure timely and accurate expense processing.

Process & Administrative Management
•    Track deadlines, deliverables, commitments, and follow-up items related to the Managing Partner’s responsibilities.
•    Support ongoing initiatives such as maintaining an editorial calendar for Managing Partner communications and coordinating content requests.
•    Continuously look for opportunities to improve how the Managing Partner’s office operates.

Drafting & Written Support
•    Draft communications and other written materials for the Managing Partner’s review and personalization.
•    Ensure communications are clear, professional, timely, and aligned with the Managing Partner’s intent.
•    Assist with preparation of internal updates, leadership communications, and other executive correspondence.

KNOWLEDGE AND SKILLS REQUIRED:
•    Demonstrated experience supporting a senior executive, practice leader, or firm leader in a fast-paced, high-accountability environment.
•    Exceptional organizational skills with the ability to manage multiple priorities and shifting demands.
•    Outstanding written communication abilities, including drafting executive correspondence and presentation materials.
•    Strong interpersonal skills and the ability to build credibility and relationships with attorneys, business professionals, clients, and external stakeholders.
•    Demonstrated ability to anticipate needs, think ahead, solve problems proactively, and exercise sound judgment.
•    Executive presence, professionalism, and discretion in handling sensitive and confidential matters.
•    Strong technology aptitude and comfort working with Microsoft 365, reporting tools, collaboration platforms, and emerging technologies.

EDUCATION AND EXPERIENCE REQUIREMENTS:
•    High school degree required
•    Bachelor’s degree preferred; equivalent relevant experience considered.

ADDITIONAL INFORMATION:
•    Individual in this position will provide additional assistance and support as directed by their supervisor.
•    This job description is subject to change at any time.