Executive Assistant

Job Summary & Objectives:

The Executive Assistant is responsible for providing executive-level administrative support to the Chief Operating Officer (COO) and the Chief Administrative Officer (CAO) of the firm. This role is ideal for a professional who not only excels at traditional executive support but also has the judgement, operational insight, and project management skills to contribute to firmwide initiatives.

The Executive Assistant to the COO & CAO will serve as a trusted partner to leadership, ensuring that priorities are well managed, communication is seamless, and operational initiatives move forward efficiently. This individual will thrive in a high performance, team oriented culture, and play a vital role in supporting the firm’s strategic, administrative, and operational objectives. This position will partner closely with members of the Executive Management team, ensuring seamless coordination and coverage across leadership priorities.

Essential Job Duties & Responsibilities:

• Provide daily executive support to the COO (NY based) and CAO (LON based), including calendar management, travel coordination, expense management, and meeting preparation.
• Manage complicated scheduling across multiple time zones, balancing partner, committee, and administrative leadership demands with minimal conflicts.
• Partner closely with Conference Services to guarantee meetings, events, and leadership sessions are executed with precision and professionalism.
• Anticipate leadership needs and proactively manage shifting priorities and deadlines
• Draft, review, and edit confidential correspondence, reports, and presentations. 
• Partner with leadership and managers to prepare agendas, document decisions, and monitor progress on priorities.
• Take detailed minutes during leadership and cross-functional meetings, tracking follow-ups, and ensuring accountability.
• Help manage team needs, including coordinating with assistants, department staff, and administrative managers to ensure smooth day to day operations.
• Research, compile data, and prepare materials to support executive decision-making.
• Provide ad hoc support for special projects requiring judgement, discretion, and cross office collaboration.
• Perform other duties as assigned as needed

Skills and Experience:

• Minimum 5 years of executive assistance experience, preferably in a law firm or in professional services
• Proven success managing complex scheduling across global time zones
• Strong working knowledge of MS Outlook, Word and Excel
• Excellent interpersonal skills and a professional demeanor; ability to work effectively with all levels of Firm personnel and vendors
• Strong written and verbal communication skills with meticulous attention to detail
• Proactive and adaptable: anticipates needs, solves problems, and thrives in a fast-paced, dynamic environment
• Must be able to work collaboratively in a team environment and independently
• Excellent organizational and project management skills, with ability to prioritize under pressure
• Operational Mindset: able to bring structure, process, and efficiency to executive support and firmwide initiatives

Preferred

• Experience navigating and supporting complex organizational structures, including reporting to multiple executives and working within a matrixed environment
• Background in launching new team initiatives, including coordination cross-functional rolls outs and supporting leadership in change management
• Familiarity with professional services or law firm operations strongly preferred

Physical Demands (required to perform essential job functions):

Sedentary work: Exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects. Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally and all other sedentary criteria are met.

• Sitting: Remaining in the seated position, particularly for sustained periods of time

Work Environment:

The worker is not substantially exposed to adverse environmental conditions as in typical office or administrative work (normal light, air and space in the work environment).

Salary Information

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Simpson Thacher & Bartlett is committed to a collegial work environment in which all individuals are treated with respect and dignity. The Firm prohibits discrimination or harassment based upon race, color, religion, gender, gender identity or expression, age, national origin, citizenship status, disability, marital or partnership status, sexual orientation, veteran’s status or any other legally protected status. This Policy pertains to every aspect of an individual’s relationship with the Firm, including but not limited to recruitment, hiring, compensation, benefits, training and development, promotion, transfer, discipline, termination, and all other privileges, terms and conditions of employment.