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 for a wide variety of needs for the firm’s Managing Partner, Chief Administrative Officer, and Chief Human Resources Officer including successfully managing all aspects of the calendar, travel, expenses, coordinating meeting logistics, and related support tasks.

Essential Duties and Responsibilities: 

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

• Provide ongoing support to the firm’s Managing Partner, Chief Administrative Officer, and Chief Human Resources Officer, including planning all logistical aspects of in-person and virtual meetings, preparing reports and information needed for interoffice travel, and communicating with attorneys and internal teams as needed.

• Coordinate complex scheduling and calendar management, as well as content and flow of information.

• Manage travel logistics and activities, including accommodations, transportation, and meals.

• Handle budgeting and reporting tasks, including submitting expenses and forecasting of travel expenses.

• Maintain and refine internal processes that support senior leaders across the firm and coordinate internal and external resources to expedite workflows.

• Effectively and accurately respond to assigned routine correspondence on behalf of the Managing Partner and Chief Administrative Officer.

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

• Maintain and regularly update the electronic and paper files of the Managing Partner and Chief Administrative Officer.

• Plan and coordinate work to ensure that senior leaders’ 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, keep projects on track, and build relationships across the firm.

• A service mindset, focused on delivering exceptional results.

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

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

• Ability to successfully organize and coordinate multiple concurrent projects, meeting established outcomes.

• Demonstrated success with effective work practices, working as a team member and building relationships with clients, attorneys, internal departments, and vendors while also maintaining confidential information.

• Excellent written and verbal communication skills.

• Strong Microsoft Office Suite skills required, including Excel and PowerPoint.

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

• Ability to self-manage and work independently in a 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 a plus.

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.

California Applicants: Please visit our Privacy Notice and Notice at Collection to learn about our information practices in the Job Application and Employment context.

Equal Employment Opportunity
Troutman Pepper 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.