Executive Assistant

Lewis Roca Rothgerber Christie - Phoenix, AZ

Full-time - Entry Level

Phoenix, AZ

Professional, Scientific, and Technical Services

About the position

Lewis Roca, a top-ranked Am Law 200 commercial law firm, is seeking an Executive Assistant to join our team in Phoenix, AZ. The Executive Assistant will provide proactive administrative support primarily to the Managing Partner, while also assisting C-Suite executives and the Finance Committee Chair as needed. The ideal candidate will have strong administrative experience supporting busy executives and will excel in prioritizing tasks in a fast-paced environment. This role is perfect for a versatile administrative professional who thrives on delivering high-quality service, solving problems, and working in a dynamic setting. In this position, the Executive Assistant will be responsible for maintaining and managing the Managing Partner's calendar, reviewing incoming communications to assess their significance, and responding to routine requests with discretion. The role also involves preparing and editing correspondence, serving as a liaison between various leadership roles, and managing both paper and electronic files for efficient retrieval. Additionally, the Executive Assistant will plan complex travel arrangements, prepare itineraries, and manage expense reports. The Executive Assistant will also provide periodic support to the Chief Operating and Financial Officer and the Executive Team, which includes scheduling meetings, preparing meeting materials, and ensuring the confidentiality of documents. The candidate must possess excellent organizational skills, attention to detail, and the ability to work under pressure while maintaining professionalism and a service-oriented approach. This position requires a proactive mindset, strong communication skills, and the ability to adapt to new technologies and applications.

Responsibilities

• Maintain and manage the Managing Partner's calendar, including requests by others.
• Review incoming mail, memos, calls, and inquiries to determine their significance and priority.
• Respond independently to routine requests using judgment, knowledge, and discretion.
• Prepare and/or edit the Managing Partner's responses to inquiries, memos, correspondence, and calls.
• Serve as the liaison between the Managing Partner, C-Suite, Committee Chairs, Executive Committee, Practice Group Leaders, and other leadership as needed.
• Effectively maintain paper and electronic files for quick retrieval of historical information.
• Plan complex travel arrangements, prepare itineraries, manage changes in travel, and communicate with travel partners on the Managing Partner's behalf.
• Regularly prepare, reconcile, and enter expense reports.
• Schedule meetings, maintain agendas and action items, prepare meeting materials, and arrange catering and technology needs for the Chief Operating and Financial Officer and Executive Team.
• Compose, edit, prepare, distribute, and file confidential documents, correspondence, and reports; ensure confidential record retention for future retrieval.
• Capture and draft minutes and action item lists.
• Maintain project work plans and follow up on deadlines.
• Provide short-term backup assistance to reception or administrative support to other partners and executives as needed.

Requirements

• An associate's degree, administrative certification, or equivalent experience and knowledge.
• At least five years of administrative support experience with a minimum of three years directly supporting busy executives or partners.
• Executive support experience must include traditional calendar, travel, and expense management responsibilities.
• Advanced proficiency with MS Outlook, intermediate proficiency with MS Word and Excel, basic to intermediate skills with MS PowerPoint.
• Demonstrated organizational and prioritization skills to ensure timely execution of responsibilities in a fast-paced environment.
• High attention to detail without sacrificing deadlines.
• Excellent grammar, punctuation, spelling, and proofreading skills.
• Ability to adopt and make effective use of new technologies and applications.
• Ability to occasionally work overtime, sometimes on short notice.
• Ability to periodically adjust daily schedule as work needs require.
• Unquestionable confidentiality regarding firm, personnel, and personal information.
• Astute communication and interpersonal skills with the ability to engage with various interpersonal styles in a professional manner.

Nice-to-haves

• Law firm experience is desired, although transferable skills in professional services or other industries will be considered.
• Resourceful with the ability to work well under pressure while maintaining an even-keeled temperament.
• Professional approachable presence with a visible orientation towards service and collaboration with peers.

Benefits

• Health savings account
• Disability insurance
• Health insurance
• Tuition reimbursement
• Paid time off
• 401(k) matching
• Gym membership
• Life insurance
• Benefits from day one