Executive Assistant

The Executive Assistant (EA) is a strategic collaborator who will provide high-level support to Attorneys and Senior Leadership team members across the firm. This position combines executive assistance, front-of-house management (including reception coverage), general administration and operations responsibilities. The EA will work in partnership with the local Office Manager to ensure smooth daily operations. We are seeking a professional and ambitious individual with extensive experience supporting attorneys across multiple time zones. The successful candidate with thrive in an autonomous role, demonstrate strong teamwork skills, and excel in a fast-paced environment. All responsibilities must be executed in strict adherence to firm protocols, policies, procedures, and best practices.

Supervisor:   

Office Manager

Primary Responsibilities:

Executive Assistance:

• Provide comprehensive executive support to Attorneys and Senior Leadership members, anticipating and responding to their needs.
• Coordinate complex calendars, including scheduling appointments, meetings, and travel arrangements across time zones.
• Serve as a liaison between Attorneys/Senior Leadership and the broader business, ensuring effective communication, proactive management of matters and timely follow-up.
• Manage client communications as requested whilst ensuring adherence to client requirements and Attorney preferences.
• Ensure accurate and diligent recording of Attorney time, collaborating with relevant teams as needed.
• Support the monthly client billing process by proactively ensuring invoices are reviewed and approved within the set deadline, working with billing to ensure the same.
• Manage global travel arrangements, including flights, hotels, transfers, and restaurants in accordance with the Travel & Expenses Policy.
• Assist in planning Business Development (BD) meetings, events, conferences, dinners etc.
• Works with CRM team to ensure all contacts and marketing preferences are correctly recorded, drawing down reports and conducting research into contacts, as necessary.
• Collaborate with Attorney Admissions and Compliance & Risk to ensure all regulatory matters are addressed and requirements met.
• Provide EA cover to Attorneys and Senior Leadership across the business as required.

Front of House & Office Services

• Greet visitors and employees courteously, directing them to the appropriate person, office, or conference room.
• Answer incoming calls and follow firm protocols for call routing.
• Set up and break down meetings as needed.
• Coordinate arrangements for visiting staff, including access to office and workspace.
• Provide basic troubleshooting for Zoom room setup in conference rooms, escalating to IT Helpdesk when necessary.
• Schedule meetings, monitor conference room calendars and ensure rooms are client ready prior to meetings.
• Ensure the office remains clean, organized and professional at all times, that includes ensuring meeting rooms and shared spaces are reset and presentable throughout the day, upholding the firm’s standard.
• Conduct regular floor walks to address maintenance and concierge tasks.
• Maintain inventory and stock office pantry and copy rooms with necessary supplies.
• Assist with office events, including firm gatherings, events and volunteering initiatives as directed by the local Office Manager.
• Collaborate with third-party vendors to arrange services such as copying, reprographics/binding, messenger services, and local couriers, ensuring timely completion of tasks.
• Liaise effectively with building management to coordinate service and security calls, ensuring prompt issue resolution.
• Manage incoming correspondence, logging and distributing it accurately while adhering to proper handling and delivery protocols.
• Work closely with the Office Manager to oversee office services requests, facilitate intra-office moves, optimize space utilization, and contribute to office planning initiatives.
• Assist with additional tasks as directed by management, demonstrating flexibility and dedication to the firm’s success.

Requirements:

• Minimum of 3 years of experience in an Administrative / Executive Assistant role.
• English proficiency at business level.
• Professional Services and / or Law firm experience is essential.
• Working knowledge of Microsoft Office suite.
• Ability to work autonomously and take initiative with an understanding of how one’s work contributes to the overall operations of the firm.
• Punctuality and reliability are critical for this role.
• Ability to plan, organize and carry out multiple related activities.
• Ability to coordinate multiple tasks and manage priorities effectively.
• Ability to maintain accuracy and quality while meeting tight deadlines.
• Must have the ability to make recommendations to effectively resolve problems or issues by using judgment that is consistent with the firm’s standards, practices, policies, procedures, and state and federal regulations.
• Ability to work across several different departments in a fast-growing office environment.
• Must be flexible to respond quickly and positively to shifting demands and opportunities.
• Ability to collaborate in an effective and mature manner with co-workers, vendors, and clients.

Company Description:

Kobre & Kim is a conflict-free global law firm focused exclusively on disputes and investigations, often involving fraud and misconduct.  Recognized as the premier firm for cross-border disputes, the firm has a particular focus on financial products and services litigation, insolvency disputes, intellectual property litigation, international judgment enforcement and asset recovery, and U.S. government enforcement and regulatory investigations.  With more than 400 employees throughout the firm’s 15 global office locations, Kobre & Kim recognizes the value of incorporating diverse perspectives and professional disciplines to generate the most effective solutions for clients.

Further information about the firm is available at www.kobrekim.com

Kobre & Kim employees take pride in providing our clients around the world with service that is timely, accurate, unbiased and trusted. We have a profound respect for the professions and clients we serve and define our success in terms of their success. Our work environment is dynamic, innovative, and entrepreneurial. We have a result-oriented culture that demands excellence, agility, and the desire to move quickly and precisely to seize opportunities. Our environment is both challenging and supportive - we give employees the opportunity to develop their skills and do their best work.

Kobre & Kim is an equal opportunity employer and considers all applicants for employment without regard to race, color, religion, sex, national origin, sexual orientation, gender identity, age, disability, or military or veteran status or any other characteristic protected by federal, state or local law.

As part of our commitment to maintaining the highest standards of integrity and professional conduct, we review the publicly available information of prospective employees. By applying for a position with Kobre & Kim you acknowledge and consent to this review.