Executive Assistant - Corporate (NY)

Job Description Summary:

Fenwick is seeking an Executive Assistant in our New York office to support corporate partners. The Firm’s Executive Assistant (“EA”) provides initiative-taking administrative support to the Firm’s partners in a leadership capacity and is considered an integral part of the partner’s practice. Besides conventional administrative tasks, an EA’s role involves performing duties that can influence a partner’s success, and includes tasks such as business development, maintaining client relationships, and overseeing contact management. EAs handle and minimize partners' administrative tasks, allowing partners to focus more on their legal work. This includes proactively managing the partner’s day-to-day schedule and operations. Understanding critical objectives, strict deadlines, being able to anticipate and read the moment, and fostering cooperation, are just some of the functions that are all central to this role.

This position offers a hybrid schedule and requires three days’ on-site in our New York office with the possibility of additional required in-office days depending on business and client needs. The work schedule for this position will be 40 hours per week (non-exempt), Monday - Friday, from 9:00 am - 6:00 pm.

Job Description:

• Meticulously manage and prioritize an exceptionally active calendar of appointments/events.  This may include a wide variety of commitments such as coordinating, managing, and maintaining partner schedules, arranging client meetings, setting up speaking engagements, programs, oversight of events, and general appointments.
• Work closely and effectively with the partner to keep them well informed of upcoming commitments and responsibilities, be proactive in following up appropriately and providing solutions to conflicts/issues that arise.
• Take initiative to ensure the partner is prepared for their day, week as well as any scheduled meetings or business travel. 
• Screen calls and in-person requests and apply excellent judgment when responding to requests for partner time.  Serve as a “gatekeeper” ensuring the partner’s schedule is strictly adhered to and is optimized for efficiency and productivity.
• Streamline, analyze, compose, and prepare correspondence that is frequently confidential in nature requires a keen attention to detail, discretion, and a thorough understanding of both the context and content.  Apply partner preferences, as necessary.
• Document management by copying, reviewing incoming mail or email, scanning, and e-filing documents, and consistently maintaining the partner’s files (predominantly electronic with some paper records) showing proficiency in handing in line with the Firm’s confidentiality and security policies.
• Arrange detailed travel plans and provide itineraries, and agendas; understand and consider travel preferences and affinity programs; ensure arrangements are within Firm or client guidelines for travel costs.
• Prioritize conflicting needs, handle matters expeditiously, proactively, and follow-through on tasks and projects to successful completion, often with deadline pressures.
• Complete critical aspects of deliverables and special assignments by establishing objectives; determining priorities; managing time effectively; gaining the cooperation of others; vigilantly monitoring progress; problem-solving; and adjusting plans with minimal supervision.
• Enhance partner’s standing by accepting ownership for accomplishing new and different requests (e.g., social media coordination).
• Manage document workflows and version control: organize drafts, track redlines, compare documents, format and proof for consistency, and distribute clean/execution versions.
• Coordinate execution materials: prepare and route signature packets, manage DocuSign envelopes, track signer status, collect wet-ink signatures when required, and maintain execution records.
• Initiate new matter openings: coordinate conflicts check, draft/route engagement letters, set up matter codes/phase codes, and capture client Outside Counsel Guidelines (OCGs) and billing instructions.
• Maintain accurate client and contact information; update CRM/experience databases with matter descriptions and outcomes for pitches, credentials, and league tables.
• Provide back-up support to other partners or team members as necessary, demonstrating flexibility, adaptability, and underscoring a team-centric approach to fostering a supportive work environment while ensuring a seamless operation.
• Actively seek ways to apply innovative methods of working and consistently seek improvements in work processes.  Encourage and support an exchange of ideas amongst teams or colleagues helping to en