Executive Assistant

Cohen, Weiss and Simon LLP, a mid-size boutique labor, employment and employee benefits firm in midtown NYC seeks an Executive Assistant.  If you are an experienced, reliable, task-oriented, organized and efficient self-starter interested in joining a Firm committed to the labor movement and workers’ rights, we would love to have you join our team.  This is a challenging and rewarding role for a dynamic, high energy individual.  The Executive Assistant will work directly with the Firm’s Executive Director and will be responsible for performing a number of administrative duties. The ideal candidate is highly self-motivated, professional, and capable of managing their work load and prioritizing tasks in a fast-paced law firm environment. This is an excellent opportunity to join a growing firm with competitive compensation.

Responsibilities include:

  • Coordinating executive communications, including taking calls, responding to emails and interfacing with attorneys, staff, clients and vendors
  • Facilities management (working with the building staff  and internal office services as well as vendors on office matters; ordering supplies; processing work order requests)
  • Human resources (assistance with onboarding new employees, benefits enrollment and updates, assisting with basic benefits inquiries, assistance with basic employee human resources requests; experience with Paychex Flex/HR a plus)
  • Vendor relations
  • Overseeing tracking of attorney CLE and state bar registrations
  • Assistance with firm marketing efforts (creating and updating website ad LinkedIn posts; updating e-mail lists)
  • Preparing internal and external firm documents
  • Scheduling meetings and appointments
  • Arranging firm events both in and out of the work place, such as attorney retreats and meetings, staff appreciation events, firm teambuilding events (including location, food, beverage and audio/visual requirements)
  • Maintaining an organized filing system of paper and electronic documents and other organizational tasks
  • Filing and retrieving firm records, documents, and reports.
  • Researching and conducting data to prepare documents for review and presentation by the Executive Director and Management Committee
  • Assisting the Executive Director in managing tasks and in preparing for upcoming meetings and events
  • Greeting visitors and deciding if they should be able to meet with the Executive Director; screening calls
  • Using various software, including word processing, spreadsheets, databases, and presentation software
  • Reading and analyzing incoming memos, submissions, and distributing them as needed
  • Process requests for purchasing charitable donations and client gifts
  • Reconcile the Executive Director and Office Services monthly credit card statements
  • Working with all levels of internal management, attorneys and staff
  • Provide general, high quality administrative support as necessary
  • Respond promptly to inquiries

Executive Assistant Requirements include:

  • Proven experience as an executive assistant or other relevant administrative support experience, including experience using office equipment and with the responsibilities noted above
  • In-depth understanding of entire MS Office suite
  • Ability to organize a daily workload by priorities
  • Ability to meet deadlines in a fast-paced quickly changing environment
  • A proactive and collegial approach to problem-solving with strong decision-making skills and an ability to effectively prioritize work
  • Strong, professional-level verbal and written communications and follow-through skills
  • Experience exercising discretion and confidentiality with sensitive firm financial, business, partnership and employee  information

We offer competitive compensation in a collegial atmosphere with generous benefits.  Please send your cover letter, resume and salary requirements when responding to this post.  Agency submissions are not being accepted for this position.  Learn more about our firm at www.cwsny.com.  We are committed to fostering a firm culture of diversity and inclusion.  Women, minorities and LGBTQIA+ individuals are encouraged to apply.