Executive Assistant

At ArentFox Schiff, we know that diverse backgrounds produce different perspectives, richer thinking, and more creative solutions to the challenges our clients face. We hope you share that vision. Join us and take on the challenge of doing meaningful work while helping us build a culture that reflects our dedication to diversity, equity, and inclusion.

JOB TITLE:Executive Assistant

DEPARTMENT: IP Administration

REPORTS TO: Senior Manager, Trademark Administration

FLSA CLASSIFICATION:Non-Exempt

LOCATION:

This position is available in the following office location – Washington, DC

JOB SUMMARY

The Executive Assistant will provide administrative support to the Chairman of the firm and two partners in the Fashion, Entertainment, and Trademark Practice Group. This position will primarily focus on the Chairman’s internal and external activities and strengthening client relationships by delivering exemplary service in a fast-paced team environment.

ESSENTIAL DUTIES AND RESPONSIBILITIES*

• Communicate directly and on behalf of the Chairman with outside clients-President, CEO, Board members, others, on matters related to Chairman’s initiatives.
• Research, prioritize, and follow-up on incoming issues and concerns addressed to the Chairman, including those of a sensitive or confidential nature.
• Manage and maintain Chairman’s calendar, including planning and scheduling meetings, ensuring timely attendance of all scheduled meetings, conferences, video conferences, etc. (off-site and/or internal).
• Coordinate all domestic and international travel logistics (airline, hotel reservations, itinerary and agenda) and process expense reports timely.
• Serve as a first point of contact for guests; screen phone calls and direct inquires to the appropriate party.
• Prepare event and meeting materials including assisting with the creation of presentations, handouts, and other related materials as well as printing, binding and collating of materials.
• Attend team meetings and capture all action items with follow-up to completion.
• Assist the partners in the Fashion, Entertainment, and Trademark Practice Group with their billing, matter opening, engagement agreements, expense reports and related activities.
• Act as a back-up and/or provide assistance to IP Legal Secretaries during absences and times of need.

MINIMUM QUALIFICATIONS

Knowledge/Skills/Abilities:

• Exceptional organizational skills, including attention to detail and the ability to work effectively in an atmosphere of multiple projects, shifting priorities, and deadline pressures.
• Strong focus on customer service, team player mentality and ability to work collaboratively with others.
• Excellent verbal and written communication skills.
• Ability to exercise sound judgment in setting priorities and interacting with internal and external contacts.
• Proactive with ability to anticipate and execute business needs of the Chairman and Partner(s).
• Self-starter with the ability to work independently.
• Ability to multi-task, respond to needs quickly and prioritize work with a strong attention to details.
• Maintain the highest level of confidentiality when handling sensitive communications and data on behalf of the firm and Chairman.
• Proficient knowledge and skills using MS Office (Word, Excel, PowerPoint, and Outlook).

• Bachelor’s Degree required.
  Experience:


• 2+ years of administrative experience supporting an executive or a congressional officer, or in marketing, event planning preferred.

ABOUT ARENTFOX SCHIFF:

ArentFox Schiff LLP is internationally recognized in core industries where business and the law intersect. With more than 600 lawyers and policy professionals, the firm serves as a destination for an international roster of corporations, governments, private individuals, and trade associations.

ArentFox Schiff is committed to equal employment opportunity and diversity in the workplace. We maintain a policy of considering all qualified applicants for employment without regard to race, color, religion or creed, sex, gender, sexual orientation, gender identity or expression, age, citizenship status, order of protection status, national origin, ancestry, medical condition, genetic information, marital status, physical or mental disability, parental status, source of income, military or veteran status, unfavorable discharge from military service, or any other basis protected by federal, state or local law. We will consider qualified applicants with criminal histories in a manner consistent with the San Francisco Fair Chance Ordinance.

• A job description is a general description of the function and major duties of a job. It may not specify all duties, tasks, and assignments associated with a job. It is not intended to limit or in any way modify the right of management to direct, assign, and control the work of employees in a unit. Accuracy, attention to detail, ability to work effectively in a team environment, and ability to work in an atmosphere of multiple projects and shifting priorities are requirements of all jobs at ArentFox Schiff LLP. Additional job-related qualifications may be specified for some openings. Job descriptions are subject to periodic review.

WORKING CONDITIONS

The following table indicates the degree of working conditions expected for the job. Reasonable accommodations may be made to enable individuals with disabilities to meet these requirements.

N/A = 0-10%, Occasionally = 11-33%, Frequently = 34 - 66%, Constantly = 67 - 100%