Executive Assistant To Managing Director

Hello Everyone!!

We are hiring for Executive Assistant to Founder and Managing Partner for LAW Firm

Interested candidates can also share their resume at swati@solvecube.com

Location : Chennai

Work from office

Qualifications

• Education

  :
• Bachelor's/ Masters degree in Business Administration preferred, and / or equivalent work experience of minimum 5 years
• Graduate / Post Graduate study in Secretarial Practice 

Key Responsibilities

• Executive Support

  :
• Manage and prioritize the Managing Partners schedule, including meetings, calls, and travel arrangements.
• Anticipate and prepare materials for meetings, including agendas and reports.
• Coordinate and arrange complex travel itineraries, ensuring all logistics are handled seamlessly.
• Prepare, edit, and proofread correspondence and reports as needed.
• Act as the first point of contact for the Managing Partner, screening calls, emails, and inquiries.

• Communication & Coordination

  :
• Maintain effective communication between the Managing Partner and clients, internal team and external partners.
• Organize and coordinate internal and external meetings, including logistics and documentation.
• Handle confidential and sensitive information with integrity and professionalism.

• Project Management

  :
• Oversee the execution of special projects as delegated by the Managing Partner, ensuring deadlines are met.
• Help manage the calendar of key legal projects and client deliverables.
• Track and follow up on outstanding tasks, ensuring timely completion.

• Client & Office Support

  :
• Maintain and update client and legal team databases, ensuring accuracy and confidentiality.
• Coordinate client events, conferences, and other special engagements.

An Executive Assistant to the Managing Partner of a law firm is expected to possess a diverse skill set to manage both administrative and strategic tasks.

key competencies

1. Organizational Skills

• Calendar Management

  : Managing a busy schedule, coordinating meetings, and ensuring deadlines are met.

• File Management

  : Organizing and maintaining correspondence and documents in a systematic and easily accessible manner.

• Task Prioritization

  : Ability to juggle multiple tasks, prioritize urgent matters, and manage time effectively.

2. Communication Skills

• Written Communication

  : Drafting and proofreading emails, memos, and correspondence with clarity and professionalism.

• Verbal Communication

  : Interfacing with clients, partners, and team members, articulating messages clearly and maintaining professionalism at all times.

• Confidentiality

  : Handling sensitive and confidential information with discretion.

3. Legal Knowledge and Acumen ( Not a main criteria but good to have knowledge)

• Basic Legal Terminology

  : Familiarity with legal language and processes to support the Managing Partner and legal team effectively.

• Understanding of Law Firm Operations

  : Knowledge of the law firm's structure, practice areas, billing systems, and procedures.

4. Project Management

• Coordination

  : Managing various projects or tasks for the Managing Partner, tracking progress, and ensuring deadlines are met.

5. Problem Solving & Decision Making

• Anticipating Needs

  : Proactively identifying potential challenges or requirements for the Managing Partner.

• Decision Support

  : Helping to assess situations, gather necessary information, and support in making informed decisions.

• Attention to Detail

  : Identifying issues before they arise and ensuring all aspects of a task are managed thoroughly.

6. Client Relations and Customer Service

• Relationship Management

  : Maintaining strong relationships with clients, colleagues, and external partners.

• Service Orientation

  : Ensuring high levels of service quality, anticipating the needs of the Managing Partner and clients.

7. Confidentiality and Ethical Standards

• Handling Sensitive Information

  : Due to the nature of the legal industry, the role demands a high degree of trust and ethical behavior.

8. Leadership and Initiative

• Team Collaboration

  : Working effectively with legal staff, associates, and other administrative personnel in support of the Managing Partner’s needs.

• Autonomous Work

  : Demonstrating initiative by taking charge of tasks, managing workflows, and resolving issues with minimal supervision.

• Leadership in Crisis

  : The ability to manage high-pressure situations, such as urgent deadlines or crises, while maintaining composure.

9. Discretion & Diplomacy

• Maintaining Professional Boundaries

  : Effectively balancing personal and professional boundaries, particularly in a high-stakes legal environment.

10. Flexibility and Adaptability

• Working under Pressure

  : Being adaptable and effective in a fast-paced, often changing environment.

• Adjusting to Changes

  : Handling changes in priorities or tasks based on the needs of the Managing Partner or the firm.