Executive Assistant

Morgan, Lewis & Bockius LLP, one of the world’s leading global law firms with offices in strategic hubs of commerce, law, and government across North America, Asia, Europe, and the Middle East, has an opening for an Executive Assistant in our Philadelphia office.  Reporting to the Chief Financial Officer, this position will be responsible for providing a broad range of strategic and administrative support to the CFO and the Financial Services leadership and broader Financial Services team in an environment where superior client service is emphasized and practiced.  

Maintaining an in-office presence is important to delivering our services through an integrated and collaborative work culture.  Firm policy requires this role to work in the office three days per week as scheduled by their manager unless client demands, or another accommodation approved by their department, require them to be elsewhere.

PRIMARY FUNCTIONS AND RESPONSIBILITIES

With respect to the CFO, overall Financial Services leadership and broader Financial Services team:

• Communicate regularly with executives, partners, management and other firm departments.

• Coordinate off-site records storage/destruction.

• Assist with word processing; edits and proofreads correspondence, memorandums, reports, and other general communications.

• Draft routine correspondence and memoranda; updates recurring reports as assigned.

• Demonstrate a high level of internal and external client service; screens communication and responds promptly in a clear, concise, and accurate manner.

• Exercises independent judgment, analytical abilities and discretion.

• Periodically respond to client, staff, legal professionals and vendor inquiries.

• May answer phones and take messages, schedule appointments and coordinate meetings, arrange audio and video conferences; reserve conference rooms and arrange set-ups and related catering.

• Coordinate or assists with sending, printing, scanning and/or copying documents.

• May assist with opening, screening, and routing mail, and manage email and fax if applicable.

• Prepare mailing labels and certified mailing documents and provide related support.

• Process invoices in Chrome River; arrange check requests and monitor through completion.

• Assist with identifying and making updates to the Financial Services page on the firm’s intranet, MorganNet.

• Support the Financial Services leadership team in scheduling numerous various virtual and in-person meetings with partners and/or broader audiences during targeted periods, including mid- and year-end countdowns, the annual budgeting process, and other targeted meetings as needed.

• Assist the Financial Services leadership team members with travel arrangements as requested.

• Support the Director of Accounts Payable with managing the firm’s Diner’s Club credit card process, including new card issuance, maintaining and monitoring statements and addressing related inquiries.

• Support the Senior Director of Tax by maintaining a log of estimated tax payments and/or tax returns by year.

• Support to the Director of Accounting as needed with respect to the Morgan Lewis Foundation (MLF) and Morgan Lewis Relief Fund (MLRF) including preparing and distributing tax acknowledgment letters for the MLF and MLRF, as well as assisting with preparing and sending checks for the MLF scholarship recipients.

• Support the firm’s annual financial statement audit including preparing legal and certain bank confirmations as well as distributing copies of the firm’s annual audited financial statements to a designated internal group of recipients.

• Manage and maintain the firm’s annual Forms W-9.

• Manage, track and store appropriately Forms 1099 received by the firm.

• Provide administrative support on firmwide and/or department initiatives and/or team events.

• Manage confidential information discreetly.

• Participates in formal and informal training and development opportunities for the team.

• Other administrative duties as assigned.

In addition to providing the above support to the CFO and Financial Services leadership and broader team, provide additional direct dedicated strategic and administrative support to the Chief Financial Officer including but not limited to:

• Provide support with maintaining the CFO’s calendar, coordinating one-on-one appointments internally and externally, coordinating broader external meetings with the CFO, firm leadership and various external parties including financial institutions, the firm’s audit/tax advisors and other vendors; advise and keep the CFO current as to appointments/conflicts; and update the CFO’s and Financial Services team’s address books and Outlook distribution groups.

• Supporting the CFO’s participation in the lateral partner integration program including planning for and tracking lateral partner meetings.

• Arranging monthly Financial Services leadership team meetings, including calendar invites and proactively identifying, coordinating and planning for guest speakers.

• Process expense reports in Chrome River.

• Arrange travel with Frosch and prepare itineraries; maintain travel and desk profiles; reserve office space during travel to offices outside of Philadelphia.

• Maintain the Financial Services team’s organizational chart in Microsoft Visio.

• Monitor and manage the ML Flex hoteling program in Philadelphia for the Financial Services dedicated ML Flex space and in any other offices as applicable.

• Maintain, monitor and ensure currency of updates with the Financial Services team’s weekly itinerary and follow up accordingly.

EDUCATION AND EXPERIENCE

• Bachelor’s degree, at least five (5) years of high-level administrative support experience, or equivalent combination of education and experience.

• Previous law firm experience preferred.

• Advanced skills in Microsoft Outlook, Word, Excel, PowerPoint, Teams, and Visio.

• Flexibility to work overtime is required.

Qualified candidates must apply online by visiting our website at www.morganlewis.com and selecting “Careers.”

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Morgan, Lewis & Bockius LLP is committed to equal employment opportunity and providing reasonable accommodations to applicants with physical and/or mental disabilities. We value and encourage diversity and solicit applications from all qualified applicants without regard to race, color, gender, sex, age, religion, creed, national origin, ancestry, citizenship, marital status, sexual orientation, physical or mental disability, medical condition, veteran status, gender identity, genetic information, or any other characteristic protected by federal, state, or local law.

Pursuant to applicable state and municipal Fair Chance Laws and Ordinances, we will consider for employment qualified applicants with arrest and conviction records.

California Applicants: Pursuant to the California Consumer Privacy Act, the following link contains the Firm's California Consumer Privacy Act Privacy Notice for Candidates which explains the categories of personal information that we collect and the purposes for which we use such personal information. CCPA Privacy Notice for Candidates

Morgan, Lewis & Bockius, LLP reasonably accommodates applicants and employees who need them to perform the essential functions of the job because of disability, religious belief, or other reason protected by applicable law.  If you believe you need a reasonable accommodation during the application process, please contact Talent Acquisition at 888.534.5003 or [email protected]

If hired, your employment relationship with the firm will be on an "at-will" basis, meaning that the firm may modify the terms and conditions of your employment at any time, and that either you or the firm will be free to end the relationship at any time with or without cause and with or without advance notice, although reasonable notice would be expected.