The executive assistant is responsible for providing comprehensive administrative support to the Firm's Managing Partner/Chairman of the Board ("Chairman"), Chief Operating Officer ("COO"), and the Board of Directors and administrative team generally. This dynamic position requires the ability to anticipate needs, think critically, work independently with little to no supervision, and offer solutions to problems with a high level of professionalism and confidentiality. The executive assistant will be a highly resourceful team-player, who is comfortable working in a fast-paced environment, often under pressure, while remaining flexible, proactive, and efficient. The individual will have strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities.
Essential Functions
Provide sophisticated calendar management for Chairman and COO. Prioritize inquiries and requests while troubleshooting conflicts; make judgements and recommendations to ensure smooth day-to-day operations.
Act as a liaison and provide support to the Board of Directors. Arrange and handle all logistics for Board meetings and related events, including Firmwide partner meetings. Schedule meetings, arrange hospitality/meals, run reports, draft agendas, and other Board assignments; develop, compile, and distribute presentation materials, prepare review materials, and record meeting minutes. Ensure compliance with applicable rules and regulations set in bylaws regarding Board matters.
Complete a broad variety of administrative tasks that facilitate the Chairman and COO's ability to effectively lead the organization, including managing extremely active calendar appointments, completing reimbursements, drafting, and reviewing Firmwide communications and PowerPoint presentations for accuracy, preparing correspondence, copying, scanning, filing, screening phone calls, and arranging travel.
Attend leadership meetings and draft notes/minutes for COO.
Maintain accurate committee lists, email groups, and groups in viDesktop to ensure accurate internal communications.
Maintain security access to Partner and Board confidential sites, post confidential memos and provide Chairman a draft communication with link to secure and highly confidential materials.
Coordinate collection of information from multiple people and departments for Firm insurance renewal applications, client audits, and questionnaires, or for use by Chairman and COO.
Bridge communications and maintain momentum of key projects and initiatives by tracking and following up with key stakeholders. Prompt appropriate parties on deadlines and update Chairman and COO as needed.
Assist in planning yearly administrative retreat and other leadership meetings as assigned.
Respond on behalf of the Chairman and COO to day-to-day inquiries from lawyers, staff, and clients exercising judgement to reflect the Chairman and COO's style, as well as Firm culture.
Work closely with the Chairman and COO to keep them well informed of upcoming commitments and responsibilities, following up appropriately. Act as a "barometer," having a sense of issues taking place in the environment and keeping the Chairman and COO updated. Anticipate their needs in advance of meetings, conferences, etc.
Draft internal communications to lawyers and staff designed to inform, engage, and motivate.
Participate in external training, conferences or meetings as requested by the Chairman and COO and present summary materials on key issues impacting the legal industry.
Manage insurance renewals, Certificates of Insurance, and process related invoices.
Other projects/ duties as assigned for the overall benefit of the organization.
Requirements
Education:
Bachelor's Degree, preferred.
Experience:
Significant executive support experience, including supporting C-level executives. Legal or Professional services experience is preferred.
Skills
Proficiency with Microsoft Office and desktop publishing software; ability to design and edit graphic presentations and materials.
Excellent oral and written communication skills.
Exceptional organizational skills and impeccable attention to detail.
High degree of professionalism in dealing with diverse groups of people, including Board members, partners, executives, all attorneys, and staff.
Make appropriate, informed decisions regarding priorities and available time.
Ability to complete a high volume of tasks and projects with little to no guidance.
Ability to react with appropriate levels of urgency to situations and events that require quick response or completion.
Able to maintain a high level of integrity and discretion in handling extremely confidential information.
Excellent judgment is essential.
Ability to switch gears at a moment's notice.
Thrive in an intense, do-it-yourself, environment.
Ability to work well within a cross-functional team environment and diverse communities.
Bradley is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, national origin, sex (including pregnancy, sexual orientation and gender identity or expression), marital status, age, physical or mental disability, veteran status, genetic information, or any legally protected status.