Executive Assistant - Private Equity

Overview :

McGuireWoods LLP seeks an Executive Assistant to support the Chair of the firm's Corporate & Private Equity Department in the Pittsburgh or New York offices.

This high impact role will work closely with a dynamic leader of one of the firm's fastest growing practice areas. Key responsibilities include collaboration with lawyers, professional staff and clients, business development support, coordination of time entry / billing / collections with other team members, document and email preparation and management, calendaring, travel arrangements, meeting / conference scheduling, and other special projects.

The candidate will also have the opportunity to learn more about the private equity industry, experience significant professional growth and assist the Chair in managing an 85+ lawyer department.

McGuireWoods, one of the world's leading law firms, has provided legal solutions to corporate, individual and nonprofit clients since 1834.

Diversity and inclusion are essential to how we do business, informing how we recruit, retain and promote lawyers and staff to serve clients.

Along with excellent benefits, McGuireWoods offers most employees a hybrid remote option allowing flexibility and work-life balance.

Our Applicant Disclosures describe your rights. Our Privacy Statement describes how we will process and safeguard your personal data.

Responsibilities :

• Provide executive level administrative support through managing the Chair's calendar and prioritizing heavy calendar management, setting up conferences and teleconferences, arranging travel, processing expense reports, answering and directing calls, and correspondence management.
• Anticipate needs of the Chair and take action to manage all aspects of the Chair's practice and to identify opportunities to increase their efficiency and effectiveness.
• Collaborate with the Chair on various business development activities, including communications to prospective and active clients and event planning with clients.
• Work closely and lead the Chair's client billing team to oversee and provide seamless support and exceptional service to attorneys and clients.
• Work with peers in other departments to be the first point of contact for actions ranging from new matter entry, department meetings, expense review and approvals, etc.
• Communicates with and maintains professional business relationships with US and International staff, attorneys and external clients, providing assistance as necessary.
• Communicates with clients professionally over phone and in person; routes calls, takes messages and ensures phone coverage when away from desk.

Qualifications :

Bachelor's Degree preferred and a minimum of 3-5 years related experience, preferably in a law firm or professional office environment, and / or training;

or equivalent combination of education and experience.

• Experience providing executive-level administrative support is required
• Ability to manage multiple inquiries and requests, troubleshoot and diminish scheduling conflicts; and make recommendations to ensure smooth day-to-day engagements.
• Ability to work independently, as well as with a team and, at times, with little direction.
• Ability to think clearly, react positively and evaluate situations to determine appropriate action and act decisively under pressure.
• Ability to efficiently lead, drive and manage the workflow of the Chair's billing team and exercise independent judgment to plan, prioritize and organize his diversified workload.
• Able to quickly learn new methods and technologies.
• Strong professional demeanor with excellent communication, planning and organizational skills
• Typing 60 WPM; transcription, word processing.
• Ability to work overtime as needed.
• Excellent proofreading skills and the ability to edit for typos / grammar.
• Advanced Microsoft Office skills (Word, Excel, PowerPoint and other firm provided software).
• Strong attention to detail.
• Ability to work with sensitive and confidential information.
• Knowledge of electronic time entry, billing and invoice systems; knowledge of 3E a plus.
• A strong math aptitude and knowledge of Excel is necessary.

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