We are seeking an Executive Assistant to support our founder and the rest of the Heilbut LLP team. Please consider applying if you thrive on creating structure and systems in an environment that requires focus, precision, and efficiency under deadlines, all with a calm and polished demeanor.
Heilbut LLP is a boutique law firm, founded by a mother in 2022. We serve high-growth companies in business and intellectual property matters and are looking for a highly motivated executive assistant. Our culture of compassion and caring drives everything we do: we prioritize the intimate relationships we’ve cultivated with our clients by constantly striving to create frictionless legal processes with the highest levels of customer service. Learn more about us here.
Who we are looking for:
Soft-skills: Candidates must be quick learners, with impeccable attention to detail, who are driven to make our organization operate smoothly. Candidates will have polished oral and written communication skills and 3+ years’ experience as an Executive Assistant, with a passion for the job. Prior experience in a law firm is a plus, but as a start-up law firm, experience as an executive assistant in a start-up holds equal value.
Hard-skills:Proficiency with the MS Office suite is a must. Additional software platforms for time and document management, research, and education will be taught on-the-job.
What the job entails:
· Professional & Personal Schedule Management and Implementation– A critical part of the job is prioritizing and scheduling the time commitments of the founder as well as ensuring smooth implementation of operational tasks for the founder both personally and professionally.
· Client Relationship Management – Our clients are the life of our organization, and you will help us grow these relationships through client and new project intake including engagement letters, matter intake, and project management. You will assist in preparing and reviewing time entry reports, sending invoices, and managing addresses for holiday and other gifting.
· Document Creation, Proofreading, Execution, Distribution – You will help create communications and other documents from templates, proofread drafted letters and correspondence, handle electronic signatures, and distribute these communications as needed for the team.
· Email Management – Another big part of this job is managing the busy inboxes of our founder. We will invite you to bring systems to this process as you sort and file all emails into our document management system.
· Marketing – From time to time, we will ask you to create PowerPoint presentations and, if interested or experienced, manage our social media channels with content created by you and the team.
This is a full-time job in New York City and will work in-person in our offices located in the Flatiron and Midtown East neighborhoods of Manhattan.
Salary and Benefits – the base salary for this job is $90,000 - $110,000 (commensurate with experience and skills) plus benefits and a discretionary annual bonus based on performance of the individual and the firm. As we grow, you will too! We offer medical, dental, and a 401K matching program. You will receive a firm laptop and mobile phone with a hotspot for remote working as needed. Please submit a cover letter and resume to admin@heilbutllp.com; we look forward to hearing from you!
Job Type: Full-time
Pay: $90,000.00 - $110,000.00 per year
Benefits:
- 401(k) matching
- Parental leave
- Vision insurance
Schedule:
Education:
Work Location: In person