Executive Assistant And Office Coordinator

Job Summary:

The Executive Assistant will be responsible for providing high-level administrative support to the firm's Chief of Legal Operations and Chief Information Officer (the “Team”). This position will be responsible for coordinating the general facilities and daily operational needs of the Philadelphia office in addition to providing administrative support. The Executive Assistant must be capable of working in a fast-paced environment with time-sensitive materials and maintain strict confidentiality due to the nature of the position.

Essential Job Duties:

• Proactively assist the Team with projects, information requests, research, and administrative needs while coordinating deadlines and providing reminders.
• Manage the Team’s calendars by scheduling meetings, appointments, travel, etc.
• Draft, edit and maintain Firm documents as requested by the Team, including creating spreadsheets, managing databases, preparing presentations and reports
• Answer inquiries and provide assistance to internal and external clients
• Serve as the communication intermediary between the Team and Firm employees, partners, and external contacts
• Coordinate travel, including lodging arrangements, preparing schedules and itineraries, and confirming meeting space and logistics
• Process expense reimbursements and Team invoices, as requested
• Maintain and provide Certificates of Insurance (COI) as requested by Firm personnel
• Assist with compiling time sensitive data related to client, third-party vendor questionnaires
• Setup visitors in the building security system and greet guests on the Team’s behalf
• Prepare and process outgoing correspondence through mail or courier service as needed
• Provide exceptional customer service to Firm personnel.
• Coordinate office needs, including but not limited to: facilities, supplies, and resources for daily operations
• Liaise with building management to communicate information to the team
• Liaise with HR, IT and other departments to ensure successful onboarding and offboarding of team members
• Approve and track paid time off for office staff to ensure adequate coverage for legal personnel
• Serve as a positive driver on Firm initiatives, policies and procedures

Minimum Requirements:

• Bachelor's Degree preferred or equivalent combination of education and work experience
• 5+ years of experience providing support to executives
• Excellent clerical and communication skills and knowledge of grammar, spelling, and punctuation
• Excellent decision-making skills using good judgment.
• Exceptional customer service skills in person, over the phone, and via email to deal effectively with a diverse group of people
• Must be detail-oriented and be able to work independently and proactively
• Computer-proficient, with intermediate or advanced experience using Microsoft Office products such as Word, Excel, and PowerPoint
• Ability to organize time and numerous priorities to complete them within time constraints
• Ability to work collaboratively and cooperatively with others in a team-oriented environment
• Must be able to perform all essential job duties as outlined above

Ice Miller is committed to recruiting, developing and retaining talented attorneys and professional staff from all backgrounds. In order to succeed, we take great pride in a culture of inclusion where everyone at Ice Miller feels respected, is treated fairly and has the opportunity to perform at the highest potential. Learn more about Ice Miller’s Diversity & Inclusion efforts on our website.

Candidates must have permanent authorization to work in the United States.

Ice Miller is an Equal Opportunity Employer.

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