Executive Assistant

Job Summary

The Executive Assistant provides senior-level administrative, operational, and coordination support to firm leaders, including Chiefs, Managing Partners, Office Managing Partners, and other senior stakeholders. This role serves as a trusted point of contact and liaison for internal and external constituencies and supports leaders by managing complex schedules, coordinating meetings and events, preparing confidential materials, arranging travel, tracking follow-up items, and helping advance leadership priorities. The Executive Assistant works independently, anticipates needs, exercises sound judgment, and handles sensitive matters with discretion and professionalism in a fast-paced law firm environment.

Job Responsibilities

• Provides senior administrative, operational, and coordination support to assigned firm leaders, including Chiefs, Managing Partners, Office Managing Partners, and other senior stakeholders.
• Proactively manages complex calendars, schedules meetings across offices and time zones, resolves conflicts, confirms logistics, and ensures leaders are prepared for meetings and commitments.
• Serves as a trusted liaison between assigned leaders and attorneys, business professionals, clients, vendors, candidates, and other internal and external contacts, using judgment to route, escalate, or respond to matters as appropriate.
• Handles confidential and sensitive firm information with discretion, sound judgment, and careful attention to firm policies, leadership preferences, and need-to-know principles.
• Coordinates leadership meetings, office meetings, retreats, visits, special events, and related follow-up, including agendas, materials, attendance, conference rooms, technology, and catering.
• Prepares, edits, formats, and proofreads correspondence, reports, presentations, agendas, talking points, briefing materials, spreadsheets, and other documents for internal and external audiences.
• Coordinates domestic and international travel, prepares detailed itineraries, monitors changes, troubleshoots issues, and prepares, submits, and tracks travel and expense reimbursements.
• Tracks priorities, commitments, approvals, action items, and follow-up matters on behalf of assigned leaders, helping ensure deadlines are met, open items are advanced, and appropriate stakeholders are kept informed.
• Screens, prioritizes, and responds to communications as appropriate, using judgment to determine when to escalate matters or route them to the appropriate resource.
• Supports firmwide, office, department, and leadership initiatives by coordinating logistics, gathering information, preparing materials, monitoring timelines, and partnering with relevant teams under the direction of assigned leaders.
• Builds effective working relationships with leadership offices, administrative teams, legal support, conference services, business development, technology, finance, human resources, and other firm departments to deliver seamless support.
• Maintains accurate contact lists, distribution lists, files, records, and related information in accordance with firm procedures and information governance expectations; provides back-up support and performs other duties as assigned.

Knowledge, Skills and Abilities

• Strong executive presence, professionalism, discretion, and judgment in supporting senior leaders and handling sensitive firm matters.
• Demonstrated ability to anticipate needs, identify priorities, exercise initiative, and follow through on assignments with limited direction.
• Excellent organizational and time management skills, with the ability to manage multiple priorities, shifting deadlines, competing demands, and confidential matters in a fast-paced environment.
• Excellent written and oral communication skills, including the ability to draft, edit, proofread, and format clear, accurate, and professional materials.
• Advanced proficiency with Microsoft Office 365, including Outlook, Word, Excel, PowerPoint, Teams, and related firm systems, with the ability to learn and use additional software and technology tools.
• Strong calendar, travel, meeting, and event coordination skills, including the ability to manage complex logistics across offices and time zones.
• Ability to build trust and work effectively with attorneys, business professionals, clients, vendors, visitors, and external contacts at all levels.
• High degree of accuracy and attention to detail in preparing documents, communications, schedules, reports, and expense materials.
• Ability to work independently and collaboratively, using sound judgment to resolve routine and non-routine issues and escalate matters appropriately.
• Ability to remain composed, flexible, and service-oriented when supporting urgent requests, confidential matters, and changing leadership priorities.
• Understanding of law firm or professional services operations, including confidentiality, client service, executive support protocols, internal collaboration, and the need to exercise discretion around leadership priorities.
• Ability to work overtime hours as requested to support business needs and leadership schedules.

Education

A Bachelor’s Degree is preferred. Equivalent training, specialized administrative experience, and directly related executive support experience may substitute for education.

Experience

The position requires a minimum of ten years of increasingly responsible, directly related experience during which knowledge, skills and abilities applicable to the position were demonstrated.

Our Firm is committed to fair and equitable compensation practice in accordance with applicable laws. Additional compensation may include a discretionary bonus. The salary for this position may vary based on location, market data, an applicant’s skills and prior experience, certain degrees and certifications, and other factors.

Crowell & Moring LLP offers a competitive compensation and comprehensive benefits package. Our benefits include healthcare, vision, dental, retirement, and all-purpose leave and progressive options such as back up childcare, wellness programs, cultural events and social activities. We take great pride in our positive, friendly culture that rewards hard work and success, at the same time recognizing the importance of family and community service.

Pursuant to the San Francisco Fair Chance Ordinance, we will consider for employment qualified applicants with arrest and conviction records.

U.S. Privacy Notice: https://www.crowell.com/en/US-Candidate-Privacy-Notice 

U.K. Privacy Notice: https://www.crowell.com/en/UK-GDPR-Candidate-Privacy-Notice 

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