Job Description

Executive & Project Coordination

• Coordinate and track multiple priorities, ensuring deadlines, deliverables, and follow-ups are executed across the Legal team
• Support department initiatives by organizing workflows, aligning stakeholders, and maintaining visibility on progress
• Proactively anticipate needs, identify inefficiencies, and help implement improved processes

Scheduling and Logistics

• Manage complex calendars, ensuring priorities are aligned and optimized
• Coordinate meetings, materials, and follow-ups across internal and external stakeholders
• Organize detailed domestic and international travel with a high-touch, service-oriented approach

Administrative and Office Operations

• Maintain organized, professional systems for document management (electronic and physical)
• Support and enhance internal tools (e.g., SharePoint) to improve access and usability
• Track key dates, deadlines, and action items with strong attention to detail
• Contribute to a polished, well-run office environment aligned with luxury standards

Financial and Billing Management

• Support legal billing processes, including invoice tracking, submissions, and issue resolution
• Assist with e-billing systems (e.g., Legal Tracker), matter setup, and accrual tracking
• Contribute to budgeting, forecasting, and audit coordination processes

Document Preparation and Quality

• Prepare, format, and proofread documents, presentations, and correspondence with exceptional accuracy and attention to detail.
• Ensure all deliverables reflect a high level of polish and professionalism consistent with a luxury brand

Communication and Confidentiality

• Act as a trusted point of contact for internal and external stakeholders
• Handle sensitive information with discretion and sound judgment
• Communicate with clarity, professionalism, and confidence

Other Responsibilities

• Perform additional duties as assigned to support various Legal Department lawyers and team members with administrative work streams and support.

Qualifications

Experience

• 3–7 years of experience as an Executive Assistant (corporate environment preferred)
• Exposure to legal, compliance, governance, or regulated environments is an asset
• Experience supporting senior leaders or executives is strongly preferred

Core Competencies

• High Ownership Mindset: Takes initiative, follows through, and seeks opportunities to add value
• Strong Organization & Coordination Skills: Able to manage multiple priorities in a fast-paced setting
• Detail Orientation: Produces accurate, high-quality work consistently
• Professional Presence: Communicates effectively with senior stakeholders
• Adaptability & Drive: Thrives in dynamic environments and is eager to learn
• Discretion & Judgment: Handles confidential information with integrity
• Collaborative Approach: Positive, team-oriented, and solutions-focused
• Technical Skills: Proficiency in Outlook, Word, PowerPoint; working knowledge of Excel

Preferred Attributes

• Growth-Oriented: Motivated to build skills and expand responsibilities over time
• Interest in Legal or Corporate Functions: Curiosity about legal operations, contracts, or governance
• Luxury Mindset: Attention to detail and commitment to high standards of execution
• Interest in Hospitality/Travel: Alignment with a global luxury lifestyle brand

Assets

• Familiarity with e-billing tools (e.g., Legal Tracker)
• Legal administrative training or coursework
• Experience in a corporate HQ or fast-paced professional services environment

Additional Information

Location: Office based in New York

Salary: $74,000 - $94,000 USD