Legal Executive Assistant (Regulatory)

We are looking for a dedicated Legal Executive Assistant (Regulatory) to provide proactive administrative support to the Firm’s partners in a leadership capacity. This role is integral to the partner’s practice, encompassing both traditional administrative tasks and strategic responsibilities that contribute to the partner’s success. The ideal candidate will act as the “right hand” to the partners, managing their day-to-day schedule and operations, and ensuring seamless coordination of various activities.

Key Responsibilities

Administrative Support:

• Maintain and foster positive contact and collaborative working relationships with Practice Group Partners, Associates, Paralegals, Firm clients, Administrative Departments, and external vendors.
• Manage and prioritize an exceptionally active calendar of appointments/events, including coordinating, managing, and maintaining partner schedules, client meetings, speaking engagements, programs, and general appointments.
• Work closely and effectively with the partner to keep them well informed of upcoming commitments and responsibilities, following up appropriately, and providing solutions to conflicts/issues.
• Ensure the partner is prepared for their day, week, meetings, and business travel.
  
  

Communication And Correspondence

• Screen calls and in-person requests, applying excellent judgment to respond to requests for the partner's time. Serve as a “gatekeeper” ensuring the partner’s schedule is optimized for efficiency and productivity.
• Streamline, analyze, compose, and prepare correspondence that is frequently confidential, requiring keen attention to detail, discretion, and understanding of both context and content.
• Document management, including copying, reviewing incoming mail or email, scanning, e-filing documents, and consistently maintaining the partner’s files in line with the Firm’s confidentiality and security policies.
  
  

Travel Coordination

• Arrange detailed travel plans, provide itineraries, and agendas; understand and consider travel preferences and affinity programs; ensure arrangements comply with Firm or client guidelines for travel costs.
  
  

Task And Project Management

• Prioritize conflicting needs; handle matters expeditiously, proactively, and follow through on tasks and projects to successful completion, often with deadline pressures.
• Complete critical aspects of deliverables and special assignments by establishing objectives, determining priorities, managing time effectively, gaining cooperation from others, monitoring progress, problem-solving, and adjusting plans with minimal supervision.
  
  

Client Billing

• Review monthly bills for consistency, accuracy, spelling, and substance; assist in finalizing monthly bills.
• Respond to client requests for month-end estimates as necessary.
• Monitor A/R and collections, identifying issues as necessary.
• Work closely with the billing coordinator to ensure accurate execution of billing and collection instructions and follow-up.
  
  

Business Development And Client Maintenance

• Assist in business development efforts, including organizing and maintaining key contacts, coordinating with Marketing and Finance on pitch meeting preparation, creating/editing PowerPoint presentations, updating the CRM database, and scheduling follow-up items after business development meetings.
• Support client maintenance by onboarding new clients, ensuring regular contact with key clients, managing social media to stay in touch with crucial clients, and handling client gifting.
  
  

Practice Administration

Support partner in relevant practice administration duties, including maintaining, creating, or updating relevant reports, project management of key initiatives, preparing agendas and materials for meetings, and creating, revising, and updating PowerPoint presentations.

Desired Skills And Qualifications

• Minimum of 5+ years’ experience supporting a law firm Partner or C-level Executive. Regulatory experience is a plus.
• Bachelor's degree preferred or relevant experience required.
• High level of anticipatory skills to prepare for any situation seamlessly.
• Excellent judgment, critical thinking skills, and proactive problem-solving abilities.
• Ability to analyze areas for improvement and implement changes.
• Capable of working independently and making decisions but also effective in a team.
• High level of accountability and consistent ability to meet deadlines.
• Understanding of financial transactions and a commitment to ethical practices.
• Curiosity towards continuous learning, adaptability, and progressive thinking.
• Excellent verbal and written communication skills.
• High level of integrity and poise.
• Proficient in Microsoft Office (Outlook, Word, Excel, PowerPoint), Adobe Acrobat, and Social Media web platforms.
  
  

Application Process

Qualified candidates are invited to submit their resume and cover letter detailing their qualifications and interest in the Legal Executive Assistant (Regulatory) role to Gabby DelPozzo, Vice President of Professional Services at Buchanan Law US. Email: gabriella.delpozzo@wearebuchanan.com or discuss the role in more detail by calling +1 347 341 8315.