_{11th June, 2025}

 
 
Position Overview
Seeking a highly organized, proactive, and intuitive Executive Assistant (EA) to provide comprehensive support to our client. This role combines traditional executive assistance with personal support to ensure the smooth operation of both professional and personal commitments.
 
 
Primary Responsibilities
 
Professional Support

• Manage complex calendar scheduling, including client meetings, speaking engagements, and travel, while effectively prioritizing and resolving scheduling conflicts.
• Coordinate personal and professional travel plans, including airfare bookings, accommodations, and other reservations, sometimes working with a travel agent.
• Assess, filter, and prioritize our client's email inbox. Handle all correspondence, including emails, letters, and phone calls, with a high level of professionalism and discretion. Understand tasks for independent handling (e.g, confirming/managing appointments), and draft emails for our client's review/response (e.g., matters involving legal advice).
• Maintain organized filing systems, both digital and physical, for easy access to important documents.
• Coordinate with team members and external stakeholders to ensure efficient communication flow to independently achieve expected results on task assignments.
• Engage in high-level communication with internal and external stakeholders – e.g., coordinate client meetings and maintain strong relationships with key contacts.
• Provide clear, concise, accurate, and timely status updates on various projects/initiatives as assigned.
• Handle sensitive information that influences decisions with utmost discretion.

 
Event Planning, Marketing & Media

• Assume ownership over our client's small- and large-scale events. Plan and execute client appreciation gatherings/lunches, staff functions, and holiday celebrations. Work effectively with our client's admin team or vendors to communicate responsibilities, lead the delegation of tasks, and assume full responsibility for events.
• Develop and maintain our client's corporate gifting program, including tracking important dates, selecting appropriate gifts, and ensuring timely delivery.
• Assist in organizing and preparing materials for speaking engagements, media appearances, and conferences.

 
Personal Support

• Manage personal calendar and coordinate family commitments
• Assist with household management tasks, including:
  • Bill payment and financial organization
  • Scheduling home maintenance and repairs
  • Coordinating with service providers and contractors
  • Running essential errands
  • Managing household vendor relationships
• Organize personal travel arrangements, including flights, accommodations, and itineraries
• Handle personal correspondence and special projects as needed

 
Position Expectations

• Demonstrate exceptional attention to detail and organizational skills, managing multiple priorities efficiently while proactively and intuitively supporting our client to alleviate her need to handle small details.
• Take ownership of tasks and projects, driving them to completion without requiring constant oversight.
• Exhibit a resourceful and problem-solving mindset, handling challenges with confidence and minimal input.
• Stay two steps ahead, anticipating needs and preparing solutions before being asked.
• Handle sensitive information with utmost discretion while communicating clearly and effectively with stakeholders to provide concise updates and ensure seamless coordination.
• Learn and understand our client's calendar/scheduling priorities to proactively manage and prioritize complex calendars and tasks, anticipating conflicts and resolving them independently.
• Utilize advanced computer skills to efficiently manage calendars, documents, and communication tools, quickly adapting to new technologies and platforms as needed.
• Approach work with enthusiasm, positivity, and a sense of urgency, while maintaining flexibility to adapt and support needs outside of core business hours.

 
Work Environment

• Full-time in-office position based in Buffalo, NY
• Some local travel may be necessary
• Fast-paced, professional law firm environment

 
We are an equal-opportunity employer. We do not discriminate in hiring or employment against any individual based on race, color, gender, national origin, ancestry, religion, physical or mental disability, age, veteran status, sexual orientation, gender identity or expression, marital status, pregnancy, citizenship, or any other factor protected by anti-discrimination laws.

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