Naviga Recruiting & Executive Search is proud to partner with a leading global business law firm to find a collaborative, results-oriented Legal Executive Assistant to join their team. This prestigious law firm, headquartered in Chicago, IL, and London, England, is known for its multi-billion-dollar operations, employing over 3,600 lawyers worldwide. The firm fosters a culture of collaboration, high standards, and professional growth. This is a unique opportunity to work in a fast-paced environment that values problem-solving and innovation while supporting some of the top professionals in the legal industry.
Title: Legal Executive Assistant
Location: Phoenix, AZ (Hybrid)
Key Notes
- Support a renowned, multi-billion-dollar global law firm with a reputation for excellence
- Work closely with high-level partners and clients, managing critical operations
- Join a culture of collaboration and high performance, fostering professional growth
- Hybrid work flexibility available after onboarding
- Competitive compensation and comprehensive benefits package
Responsibilities:
- Administrative Support & Coordination
- Manages and maintains attorney Outlook calendars, resolves scheduling conflicts, and coordinates complex travel itineraries.
- Prepares agendas, reports, and presentations; composes correspondence (sometimes confidential).
- Plans and coordinates department or practice group meetings, including logistics and engaging appropriate parties.
- Maintains paper and electronic filing systems, ensuring compliance with Information Governance policies.
- Develops and maintains professional relationships and ensures teams work together efficiently.
- Provides proactive communication to attorneys regarding upcoming commitments, preparing materials in advance.
- Collaborates with peers for team support and coverage.
- Performs general administrative tasks in support of the partner's practice.
- Delegation & Project Management
- Delegates administrative and document work to other Legal Support Services team members (Legal Support Assistants and Legal Administrative Assistants) and firm resources.
- Maintains responsibility for and tracks all delegated activities/tasks/projects to successful completion.
- Works proactively to complete critical deliverables, including drafting letters, preparing reports, and other tasks that facilitate practice building.
- Client & Financial Management
- Handles extensive direct interaction with clients and outside business contacts.
- Oversees billing matters (prebilling tasks, approval forms, international billing, liaison with biller/collections team).
- Monitors client budgets for reporting purposes.
- Performs work that substantively and positively impacts the partner's financial viability with client matters.
- Confidentiality & Judgment
- Exercises discretion and professional judgment with confidential and sensitive matters.
- Meeting Participation & Preparation
- Participates in practice group and client team meetings as appropriate.
- Reviews meeting materials for accuracy and completeness and distributes to attendees.
Requirements:
- A minimum of 5 years of professional executive administrative experience, ideally supporting partners or executives in a legal or corporate environment
- Advanced proficiency in Microsoft Excel, Word, and PowerPoint, Aderant and Intapp
- Excellent communication and interpersonal skills, with the ability to interact with lawyers, clients, and business professionals
- Exceptional organizational and time management skills to handle multiple priorities effectively
- A strong work ethic, flexibility, and a positive, dependable attitude
- Proven ability to maintain confidentiality and exercise professional judgmen
- Understanding of Arizona state court rules to execute state and federal court filings.
Education:
- Required: High School Diploma or GED
- Preferred: Bachelor’s Degree
Benefits:
- Medical, Dental and Vision Insurance
- Health savings account (HSA)
- Flexible spending account (FSA)
- Commuter spending account
- Basic life and accidental death & dismemberment insurance (AD&D)
- Short Term and Long Term Disability coverage
- Guide+Thrive (EAP)
- Critical illness insurance
- 401(k) and Profit sharing plan
- PTO and Holiday
- Plus much more!