Job Description At K&L Gates, we are looking for smart, imaginative and hard-working people with diverse backgrounds, experiences and ideas to join us. Perhaps our search for talented visionaries and your search for important and impactful work lead to the same place.
We are seeking an Executive Assistant to join the firm. The Executive Assistant is responsible for providing high-level administrative support to the firm's most senior executive/management team to ensure the smooth and efficient running of the day-to-day business. Position requires a highly motivated, a quick thinker, have the ability to complete tasks and projects quickly, with little to no guidance, and react with appropriate urgency to situations that require a quick turnaround. Of primary importance is to possess good judgment, work well under pressure in a fast paced environment, and communicate well with all level of management and staff. The Executive Assistant will be handling high level confidential information and will be expected to maintain strict confidentiality and exhibit discretion and professionalism in all activities, always reflecting the values and culture of the Firm. Position entails a wide variety of tasks, with a large amount of scheduling, arranging for meetings and travel, tracking expenses and reimbursements, as well as document generation and editing.
Key Relationships
Senior Executive/Management Team, timekeepers, clients, other administrative assistants and local/firmwide Shared Support Services staff
Essential duties
- Provide excellent telephone coverage and manage high call volume
- Heavy calendar management, including internal/external meetings and conference calls
- Coordinate arrangements for a variety of internal and external meetings in different locations and assemble appropriate material for meetings/conferences
- Combine and update information from various sources and systems in order to create business related documents, reports and, presentations for review
- Manage special projects independently
- Prepare expense reports
- Handle confidential information and escalate situations as appropriate
- Prepare correspondence, documentation, presentation material, and analyses
- Proofread work for both content and context
- Coordinate international and domestic travel arrangements and prepare itineraries
- Responds to information requests, which require searching on different sources of information and preparing correspondence or reports
Experience and Skills required
- High School diploma or General Education Degree (GED), Bachelor's Degree preferred
- Advanced level of senior administrative experience working in professional services organization or law firm required
- Requires high proficiency of Internet, AI, and personal computer use with advanced Microsoft Office & Outlook skills
- Excellent communication skills, both written and oral
- Has strong organization and multi-tasking skills
- Maintains composure in high-pressure, fast-paced environments
- Exercises excellent judgment in problem-solving situations
- Maintains absolute discretion when dealing with confidential matters
- Pays meticulous attention to detail
- Has superb time management, decision-making and problem solving techniques
- Is proactive and consistently takes initiative
- Frequent computer use at a workstation up to eight hours at a time
- Frequently work in a fast paced environment with unscheduled interruptions
- Responsibilities may require adjusted work schedules, overtime and evening/weekend hours in order to meet firm needs
- Carries out responsibilities in an honest, ethical, and professional manner
- Must possess a flexible approach to the work environment and be fully reliable both during and outside normal business hours to ensure functions of position are met
Compensation Salary $63,000 - $110,000
The compensation salary for this position will be determined during the interview process and will vary based on multiple factors, including but not limited to prior experience, relevant expertise, current business needs, and market factors.
ABOUT THE FIRM K&L Gates is a fully integrated global law firm with lawyers located across five continents in more than 40 offices. We have experienced dramatic growth in the past decade and now rank among the largest U.S. based law firms in the world. We take pride in constantly striving for innovation, imagination and an entrepreneurial spirit. We come up with big ideas and then roll up our sleeves to get the job done, guiding our clients through their most complex issues in a variety of industry sectors and across multiple regions of the world.
The industry recognition the firm has garnered emanates from the foundation of a global community aligned on behalf of our clients. The people at K&L Gates are committed to working together to create a legacy for each other, the firm, our clients, and the communities in which we serve. We thrive in an inclusive and socially conscious environment that embraces diversity and takes a holistic approach to the career evolution of all our professionals.
For more information or to view other job opportunities, please click here to go back to our careers page.
Notice: We participate in E-Verify in certain Firm locations for purposes of verifying employment eligibility.
It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.
BENEFITS K&L Gates offers our personnel a comprehensive suite of benefits to help meet your needs now and in the future. Depending on your eligibility, options for full-time personnel include:
- Medical/Prescription Drug Coverage (including a Health Savings Account feature)
- Back-up Child/Elder Care and access to a caregiving concierge
- Pre-tax Commuting Benefits
- 401(k) Retirement Plan and Profit Sharing
- Business Travel Accident Insurance
- Short- and Long-term Disability Protection
- Life Insurance (including Basic, Supplemental, Spouse, Child, and Accidental Death and Dismemberment)
- Paid Time Off (20 days/year through first 4 years of employment; 25 days/year after 5 years of employment)
- Identity Protection/Restoration and Fraud Insurance
- Parental Leave (18 weeks of which 6 are paid; short-term disability may provide additional paid time off)
- Student loan refinancing options and access to a student loan concierge service
- Breast Milk Delivery and Lactation Support Services
- Flexible Spending Accounts
- Employees also may be eligible to receive bonuses and certain expense reimbursements
- Employee Assistance Program
- Professional Development and CLE Credit Opportunities
- Employee Referral Program
- Critical Illness Insurance
- Hybrid/Remote Work Opportunities
- Hospital Indemnity Insurance
- Perks including: Technology, Entertainment, and Travel Discount Programs
- All other benefits (such as leaves of absence) required by law
EQUAL EMPLOYMENT OPPORTUNITY The Firm is an equal opportunity employer. It is the policy of the Firm that employment decisions shall be based on merit, qualifications and competence. Employment practices will not be influenced or affected by virtue of a person's race (including traits associated with race, including hair texture and protective hairstyles such as afros, braids, locks, and twists), religion, creed, color, national origin, ancestry, citizenship, physical disability, mental disability, medical condition, genetic information, marital status, sex, pregnancy, childbirth, breastfeeding, gender, parental status, gender identity, gender expression, sexual orientation, age, familial status, domestic violence victim status, military and veteran status, or any other characteristic protected by applicable federal, state, or local law. This policy governs all aspects of employment including, without limitation, recruiting, hiring, compensation, benefits, promotion, assignment, and dismissal. In addition, it is the Firm's policy to provide an environment that is free of prohibited harassment of any kind including, without limitation, that which is based on sex, race, age, disability, ethnic background, or any other category protected by law (including the categories listed above). The Firm complies with federal and state disability laws and makes reasonable accommodations for applicants and employees with disabilities. If you require reasonable accommodation in completing this application, interviewing, or otherwise participating in the employee selection process, please contact
