Executive Assistant to C-Suite

Wiggin And Dana Llp - New Haven, CT

Full-time - Mid Level

New Haven, CT

Professional, Scientific, and Technical Services

About the position

The Executive Assistant to the C-Suite at Wiggin and Dana LLP plays a crucial role in providing high-level administrative, organizational, and project assistance to the Chief Operating Officer and other Chief Officers. This position is situated in a fast-paced environment that demands professionalism, effective communication skills, good judgment, and advanced proficiency in the Microsoft Office Suite, particularly Excel, Word, and PowerPoint. The Executive Assistant will be responsible for managing the COO's calendar, scheduling meetings, and ensuring that all necessary arrangements are made for both in-person and virtual engagements. This includes tracking responses, troubleshooting scheduling conflicts, and managing conference room reservations, catering, and AV requests as needed. In addition to calendar management, the Executive Assistant will prepare and submit expense reports, create various forms of correspondence and documents, and organize agendas for meetings. They will also prepare the COO for meetings by providing relevant information and notes, ensuring that all materials are ready and accessible. The role requires maintaining an accurate and timely filing system within the firm's file management system and assisting with budget preparation and analytics. The Executive Assistant will also coordinate travel arrangements and assist in planning internal and external firm events as directed by the COO. For key leadership roles, the Executive Assistant will arrange interview schedules and greet candidates, whether on Zoom or in-person, when geographically feasible. This position may also involve other duties and special projects as assigned, making it essential for the Executive Assistant to be adaptable and proactive in their approach to work.

Responsibilities

• Proactive calendar management including scheduling in-person and virtual meetings, tracking responses, and managing scheduling conflicts.
• Arrange conference room reservations, catering, and AV requests as needed.
• Prepare and submit expense reports for the COO.
• Create correspondence, memoranda, PowerPoint presentations, and other documents.
• Organize and prepare agendas for meetings.
• Prepare the COO for meetings with relevant information and notes.
• Ensure accurate and timely filing in the firm's file management system.
• Assist with budget preparation, analytics, and communications.
• Arrange travel as needed for the COO and other executives.
• Coordinate and assist in planning internal and external Firm events as directed by the COO.
• Arrange interview schedules and greet candidates on Zoom or in-person when geographically possible.
• Perform other duties and special projects as assigned.

Requirements

• At least five years of experience supporting executive level professionals in a fast-paced professional services environment.
• Bachelor's degree strongly preferred.
• Collaborative style with the ability to work both independently and as part of a team.
• Ability to work effectively with all levels of Firm personnel, clients, and vendors.
• Demonstrated commitment to customer service.
• Discrete and able to maintain confidentiality.
• Strong organization skills with the ability to manage multiple projects and changing priorities.
• Excellent attention to detail.
• Excellent written and oral communication skills, with knowledge of grammar rules and strong proofreading skills.
• Advanced proficiency with the Microsoft Office Suite, particularly Outlook and PowerPoint.
• Proactive and forward-thinking.