Executive Assistant – Legal Background

at  Gerber Ciano Kelly Brady LLP

The Executive Assistant will support one Partner based in our Rocky Hill office, providing essential administrative and legal support. This role requires high standards of work quality, professionalism, and the ability to manage complex schedules, travel arrangements, and legal administrative tasks. The ideal candidate will exercise good judgment, demonstrate initiative, and be effective in both independent and team-oriented settings.

QUALIFICATIONS:

• Minimum of 3+ years in a law firm or similar legal environment, with experience supporting high-level executives or partners.
• Advanced skills in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and familiarity with travel booking and document management systems.
• Strong verbal and written communication skills, with a professional demeanor and the ability to interact with diverse stakeholders.
• Proven ability to manage multiple tasks, prioritize effectively, and maintain attention to detail under deadlines.
• Comfortable working in a dynamic, fast-paced environment with a proactive approach to problem-solving.
• Understanding legal file procedures and experience in conducting conflict checks is a plus.

PREFERRED QUALIFICATIONS:

• Familiarity with insurance coverage or insurance defense experience is highly preferred.
• Candidates within the market are preferred, but remote work is an option for individuals with strong communication skills and the ability to manage the role’s responsibilities effectively from another location.

• Coordinate and book flights, hotels, and ground transportation, ensuring seamless travel experiences with detailed itineraries.
• Schedule and organize meetings, appointments, and events for the Partner, proactively identifying and resolving scheduling conflicts.
• Prepare agendas, gather materials, and assist in setting up technology for virtual or in-person meetings.
• Support the creation, formatting, and proofreading of presentations, ensuring professional content and adherence to brand guidelines.
• Act as the primary contact for both internal and external communications for the Partner, handling sensitive information with discretion and professionalism.
• Maintain accurate and organized electronic and physical files, as well as meeting notes and records.
• Open new legal files and perform conflict checks in accordance with firm policies and regulatory standards.
• Process the Partner’s expense reports and track reimbursements efficiently.
• Support various projects as needed, demonstrating flexibility and adaptability in handling additional responsibilities.
• Perform a variety of clerical tasks, including data entry, scanning, and managing document flows.