This position will be responsible for providing direct support to the firm’s senior leadership team and assisting with some of the firm’s key operations. The ideal candidate must have experience providing direct support to senior management, possess the desire to work in a fast-paced environment, be able to proactively manage multiple priorities, have an outstanding work ethic, strong attention to detail, and the ability to handle and maintain the confidentiality of highly sensitive information.
Hours: Monday – Friday (9:00 am – 5:00 pm EST); limited overtime as needed
Location: Hybrid – work in NFC’s Chatham, NJ office a minimum of two (2) days per week. Under NFC’s current hybrid model (which is subject to change), in-office days are every Wednesday and a second day on either Tuesday or Thursday. Must be flexible and willing to work in person additional days as needed for coverage and/or other business needs. Must be willing to travel locally, as needed, to assist with certain firm events.
Classification: Non-Exempt Position
Reports to: Chief Operating Officer
Essential Functions:
- Provide confidential administrative support to the firm’s senior leadership team, including the firm’s ELT (Executive Leadership Team).
- Actively manage calendars for multiple members of the firm’s senior leadership team (e.g., internal and external calls, meetings, meals, conferences, appointments, etc.).
- Proactively manage a high volume of time-sensitive electronic communications (internal and external) for the firm’s senior leadership team.
- Provide confidential administrative support for ELT Meetings, Leadership Team Meetings, Firm retreats, conferences, internal and external meetings, and calls.
- Establish strong relationships with clients and assist with client communications on behalf of the firm’s senior leadership team.
- Arrange all domestic and international travel firm-wide and prepare complex travel itineraries (including evaluating and recommending appropriate travel options and responsibility for all logistics).
- Schedule and arrange logistics for certain firm events, including Huddles, virtual meetings, offsite meetings, retreats, dining reservations – both internal and for Business Development.
- Provide administrative support and assistance for various firm-wide initiatives including the DES scholarship fund and tributes.
- Develop PowerPoint presentations for firm meetings, Huddles, and other events, and manage all key aspects of the presentation.
- Manage annual IOLTA and State Bar registrations for all NFC attorneys.
- Manage and prepare responses to all Client Audit letters.
- Prepare and submit applications for attorneys needing bar admission in other states.
- Provide phone back-up to Office Manager/Receptionist (as needed).
- Order flowers/gifts as back up to Office Manager/Receptionist.
- Perform other duties as assigned.
Skills Required:
- Minimum of five (5) years’ experience in administrative position supporting senior leader(s).
- Bachelor’s degree highly preferred.
- Excellent organizational and interpersonal skills; must be capable of building rapport with leadership team, all NFC team members, outside vendors, and NFC clients.
- Ability to prioritize and independently manage multiple projects and follow through proactively.
- Ability to proactively evaluate and analyze data and make strategic recommendations.
- Extremely strong attention to detail.
- High level of professionalism and positive, solutions-oriented attitude.
- Trustworthy and steadfastly committed to confidentiality.
- Superior written and oral communication skills.
- Creative problem solver, excellent judgment, and strong analytical skills.
- Excellent telephone and email etiquette.
- Advanced Proficiency in MS Office Suite (Word, Excel, Outlook, and PowerPoint).
Salary range (based on full-time): Starting at 72k – 75k
The Firm is providing this good faith salary range to comply with applicable law. The applicant’s final salary will depend on a number of factors including the applicant’s skills and experience.