[Hiring] Executive Assistant @Falcon Rappaport & Berkman

Role Description

The Executive Assistant delivers organized, proactive, and professional support to the Tax Department. This role demands exceptional communication, administrative, and multitasking abilities to ensure efficiency and accuracy in a fast-paced legal environment. The Executive Assistant plays a vital part in facilitating executive-level operations while upholding the highest standards of confidentiality in one of the fastest-growing departments at the Firm.

This position is overtime exempt; for eight months out of the year (January through August), it will be an approximately 45-50 hour per week position. For the remaining four months (September through December), it will be an approximately 50-55 hour per week position. While not guaranteed, the Firm has internal opportunities for growth and advancement for any person who excels in this role, although responsibility and compensation can increase within the role itself over time.

Key Responsibilities:

• Manage high volume of calendar appointments, schedule meetings with many participants both inside and outside the Firm, and coordinate travel arrangements.
• Serve as a liaison between executives, executive assistants on other teams, and internal/external stakeholders.
• Work closely with departmental project manager to ensure operational efficiency.
• Assist with billing, time entry, and expense reporting.
• Assist the Marketing and Business Development departments in coordinating firm events, meetings, conferences, and opportunity calls.
• Answer and direct phone calls; send messages to appropriate staff as needed.
• Maintain positive relationships with clients, vendors, and staff.
• Support special projects and initiatives alongside departmental leadership and Firm executives.

Qualifications

• Associate or bachelor’s degree preferred.
• Experience as an EA, preferably in a professional firm (law, accounting, consulting, brokerage, etc.).
• Ability to quickly pick up the jargon and other terminology used by the department.
• Excellent written and verbal communication skills.
• Strong organizational and time management abilities.
• Ability to multitask and thrive in a fast-paced environment.
• Ability to handle sensitive information with discretion.
• High proficiency in Microsoft Office Suite, particularly Word and Excel; ability to quickly pick up the particulars of the legal software the Firm uses.
• Familiarity with how artificial intelligence can be used to increase efficiency and accuracy of administrative tasks.
• Ability to prioritize tasks and manage time effectively in a fast-paced environment.

Core Competencies

• Detail-oriented, thorough, and polished.
• Reliable and proactive with a bias toward action.
• Ability to work both independently and as part of a team, depending on what the situation calls for.