Executive Assistant to Chief Executive Officer

About the position

Cooley is seeking an Executive Assistant to support the Chief Executive Officer. The Executive Assistant is responsible for providing overall executive assistance and support to the firm’s Chief Executive Officer (CEO). Duties include, but are not limited to, the following: Assume full ownership and management of CEO’s administrative and client calendars; coordinating, scheduling and confirming meetings with a keen understanding of priority and sensitivity of appointments. Work closely and effectively with CEO to keep them informed of upcoming commitments and responsibilities, following up as appropriate. Maintain an efficient flow of materials and information. Open, organize and monitor hard copy, interoffice and electronic mail messages. Sort all to determine priorities, respond as appropriate to messages on behalf of the CEO. File and/or forward mail and electronic messages with instructions, as appropriate. Provide high-level, proactive administrative support. This may include conducting research, preparing reports, drafting and handling highly confidential and/or sensitive correspondence and information, and communicating with others in the firm at all levels to effectively manage CEO’s emails and projects, utilizing appropriate discretion at all times. Greet visitors for CEO, escort them to appropriate meeting rooms and provide them with amenities as needed. Responsible for travel coordination and handling of related reservations and detailed arrangements for CEO. Assist with overall planning of meetings, projects & events as needed, including organizing meeting details, scheduling, preparing and distributing agendas and related materials. Act as a trusted liaison for CEO in all aspects of their day-to-day duties including high level internal and external verbal and written communications. Assist CEO with time entry as needed/directed. Manage CEO’s CLE tracking and license renewal. May assist with client-related tasks including but not limited to the following: conflicts/waivers/engagements, audit letter management, expense reports, accounting support and proforma management. Special projects as assigned by CEO or Chief of Staff on behalf of CEO. All other duties as assigned or required.

Responsibilities

• Assume full ownership and management of CEO’s administrative and client calendars.
• Coordinate, schedule and confirm meetings with a keen understanding of priority and sensitivity of appointments.
• Work closely and effectively with CEO to keep them informed of upcoming commitments and responsibilities.
• Maintain an efficient flow of materials and information.
• Open, organize and monitor hard copy, interoffice and electronic mail messages.
• Sort all to determine priorities, respond as appropriate to messages on behalf of the CEO.
• File and/or forward mail and electronic messages with instructions, as appropriate.
• Provide high-level, proactive administrative support.
• Conduct research, prepare reports, draft and handle highly confidential and/or sensitive correspondence.
• Communicate with others in the firm at all levels to effectively manage CEO’s emails and projects.
• Greet visitors for CEO, escort them to appropriate meeting rooms and provide them with amenities as needed.
• Responsible for travel coordination and handling of related reservations and detailed arrangements for CEO.
• Assist with overall planning of meetings, projects & events as needed.
• Act as a trusted liaison for CEO in all aspects of their day-to-day duties.
• Assist CEO with time entry as needed/directed.
• Manage CEO’s CLE tracking and license renewal.
• May assist with client-related tasks including conflicts/waivers/engagements, audit letter management, expense reports, accounting support and proforma management.
• Special projects as assigned by CEO or Chief of Staff on behalf of CEO.

Requirements

• 5+ years in an executive assistant capacity supporting executive-level roles.
• 10+ years administrative support experience in professional services industry.
• Exhibit proficiency in the Microsoft Office suite, iManage and other firm applications after orientation at Cooley LLP.
• Available to work overtime, as required.

Nice-to-haves

• Bachelor’s degree or equivalent.

Benefits

• Competitive compensation and excellent benefits package.
• Medical, health savings account, dental, vision, health and/or dependent care flexible spending accounts.
• Pre-tax commuter benefits.
• Life insurance, AD&D, long-term care coverage.
• Backup care for children and/or adults and other parental support benefits.
• Firm-paid life insurance, AD&D, LTD, short term medical benefits.
• 20 days of Paid Time Off (PTO) and 10 paid holidays each year.
• Generous parental leave and fertility benefits.