Executive Assistant Job at Confidential in Phoenix

Position Overview

We are seeking a highly organized and detail-oriented Executive Assistant to support a Senior Legal Executive at a confidential Global Law Firm. The ideal candidate will possess advanced Excel skills, strong project management capabilities, and experience in managing complex calendars and schedules.

This role requires excellent communication, reporting, and presentation creation skills. The Executive Assistant will play a key role in ensuring the smooth functioning of daily operations within the legal department and contribute to strategic projects.

Key Responsibilities:

• Calendar Management: Coordinate and manage complex scheduling for the Senior Legal Executive, including internal and external meetings, travel arrangements, and appointments.
• Project Management: Support legal and departmental projects, track progress, and ensure timely completion of key tasks. Manage timelines, deliverables, and follow-ups on various projects.
• Excellent Excel Usage: Use Excel to analyze data, create reports, and manage spreadsheets for legal and business-related projects. Handle data consolidation and other functions as needed.
• Presentation Development: Prepare and edit PowerPoint and Keynote presentations for internal and external meetings, ensuring accuracy, clarity, and professionalism.
• Reporting: Generate weekly, monthly, and ad-hoc reports on various metrics and departmental performance using Excel and other reporting tools.
• Document Preparation: Draft, proofread, and manage correspondence and official documents, ensuring they are error-free and properly formatted.
• Meeting Support: Organize and prepare materials for meetings, take minutes, and follow up on action items.
• Travel Coordination: Arrange travel, accommodations, and itineraries for the Senior Legal Executive, ensuring efficiency and attention to detail.
• Communication: Serve as a liaison between the executive and internal/external stakeholders, ensuring clear and timely communication.
• Office Management: Handle office-related administrative tasks, including expense reports, vendor communication, and general office organization as needed.

Qualifications:

• 5-10 years of experience in an Executive Assistant role, preferably supporting senior leadership in a legal or corporate setting.
• Ability to create and manage complex spreadsheets and data analysis tools.
• Strong organizational skills with the ability to manage multiple projects simultaneously, prioritize tasks, and meet deadlines.
• Expertise in managing executive calendars, coordinating meetings, and handling scheduling conflicts.
• Proficient in creating professional presentations using Microsoft PowerPoint.
• Proven proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), Apple Suite (Sheets, Keynote), and other related tools.
• Ability to manage multiple responsibilities while maintaining attention to detail.
• Proactive in identifying issues and proposing solutions.
• Strong written and verbal communication skills, with the ability to interact with all levels of the organization.
• High level of confidentiality and professionalism when handling sensitive information with discretion.
• Strong ability to prioritize tasks in a fast-paced environment.

Education:

• Bachelor’s degree preferred or equivalent experience.

This role is ideal for someone who thrives in a fast-paced legal environment and is passionate about providing high-level support to a senior executive. If you have strong organizational skills and a keen eye for detail, we encourage you to apply!