Executive Assistant

We are always seeking talented, motivated, growth-minded, and creative individuals. Our firm is committed to providing employee support and advancement, while embracing inclusion and innovation as keys to a stronger future.

We invite you to explore the position below and to submit your application to join our team!

The Executive Assistant will provide executive-level support to the firm’s Vice Chair, addressing a wide range of needs. The Executive Assistant will expertly manage all aspects of the calendar, coordinating travel arrangements, expense reports, coordinating meeting logistics, and performing related support tasks. The Executive Assistant will demonstrate exceptional organizational skills and the ability to prioritize effectively in a dynamic environment.

Essential Duties and Responsibilities: 

• Serve as the key contact and support resource for the firm’s Vice Chair, including maintaining the Vice Chair’s calendar, scheduling meetings and travel, and managing other firm projects for the Vice Chair.

• Effectively and accurately respond to routine correspondence on behalf of the Vice Chair.

• Manage a dynamic and demanding calendar, ensuring strategic use of the Vice Chair’s time with real-time calendar adjustments as needed. Prepare weekly agendas to prioritize commitments and address scheduling conflicts.

• Provide continuous support by managing all logistical aspects of in-person and virtual meetings, including reserving offices, coordinating conference room logistics, preparing briefing information and reports in advance of meetings, and preparing briefing information and reports in advance. Facilitate communication with attendees and internal teams as needed.

• Oversee all facets of travel logistics, including accommodations, transportation, and meals. Monitor changes in schedules and develop proactive solutions, providing detailed itineraries in advance.

• Manage and reconcile monthly expenses, ensuring timely submission and accurate coding in compliance with firm and practice group budgets. Track and report travel expenses to Practice Management and Business Development when necessary.

• Prepare and distribute internal and external documents, including reports, memos, and engagement letters.

• Plan and coordinate work in conjunction with Practice Management to ensure priorities are met, firm goals are achieved, and best practices are upheld.

• Handle confidential information with discretion and professionalism.

Knowledge, Skills, and Abilities:

• Ability to build rapport, manage projects, maintain budgets, operate with discretion and confidentiality.

• Service mindset, focused on delivering exceptional results.

• Ability to work with individuals of diverse backgrounds and at various levels of the organization.

• Demonstrated success in timely delivery of high-quality product while managing multiple deadlines.

• Strong organizational skills for coordinating multiple concurrent projects.

• Excellent written and verbal communication skills.

• Proficiency in Microsoft Office Suite, including Excel and PowerPoint.

• Ability to work effectively both independently and with teams, promoting consistent and efficient workflow processes, especially with tight deadlines.

• Ability to self-manage and work independently in hybrid and in-office setting.

Education and/or Experience: 

• Bachelor’s degree or equivalent work experience.

• Minimum of five (5) years of relevant experience providing executive-level support in a large organization environment.

• Experience in overseeing budgets and expenses beneficial.

• Experience in developing internal processes and filing systems beneficial.

• Previous experience within in a law firm environment beneficial.

#LI-Onsite

The Firm will comply with any applicable city or state workplace mandates in effect in regards to Covid-19. 

This position description is intended to describe the general content of and requirements for the performance of the job.  The statements contained in the position description are not necessarily all-inclusive and additional duties and responsibilities may be assigned as determined by business needs.

This position description does not constitute a written or implied contract of employment.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

By applying for this position, you agree and understand that Troutman Pepper Locke will process your Personal Information pursuant to the terms of our Worker and Applicant Global Privacy Notice. If you have questions about our data handling practices, or you are a resident of California, the United Kingdom, or the European Union and wish to exercise your privacy rights, please contact us at privacy@troutman.com. 

Equal Employment Opportunity
Troutman Pepper Locke adheres to a policy of equal opportunity and will make all employment decisions, which include hiring, promotion, transfer, demotion, evaluation, compensation and separation, without regard to race, color, religion, sex, age, sexual orientation, gender identity or expression, national origin, pregnancy, citizenship, disability, genetic information, marital or armed forces status and any other classification as protected by law.

Compensation is dependent on several factors, such as position, location, education, training, and/or experience.