Executive Assistant
Firm Overview
Kleinberg Kaplan is a premier, award-winning boutique law firm that provides practical, business-minded legal counsel to entrepreneurs, investors and other industry leaders. With a national and international reputation for representation of private funds, the Firm’s clients include an impressive roster of investment funds and companies at all stages of their life cycles, as well as a wide variety of real estate investors, family offices and high-net-worth individuals. Kleinberg Kaplan clients get the advantage of a full-service platform that combines extensive Big Law experience with the personalized attention of a boutique firm, true teamwork and an entrepreneurial culture attuned to investments, building businesses and transforming ideas into successful companies.
Position Summary
The Executive Assistant provides high-level, confidential executive and personal support primarily to the Managing Partner, including assisting the Managing Partner in coordinating with and managing the workflow of the leadership team. This role is integral to the efficient operation of the firm, requiring a high degree of organizational skill, attention to detail, and the ability to manage multiple priorities in a fast-paced legal environment.
Primary Job Functions
- Manage complex calendars, scheduling, and proactive follow-up on outstanding items.
- Handle core administrative tasks — document organization, deadline tracking, data entry—with precision and consistency.
- Assist with confidential financial spreadsheets, billing coordination, and expense reporting.
- Maintain meticulous electronic filing systems, including document and email management in accordance with firm protocols.
- Arrange client meetings, dinners, and hospitality with professionalism and sound judgment.
- Prepare and send engagement letters, executive correspondence, and presentation materials.
- Coordinate firm and personal domestic and international travel, including detailed itineraries and client-facing reservations.
- Collaborate regularly with the firm’s administrative team to ensure seamless client service and operational execution.
- Support conference logistics, speaking engagements, and business development initiatives.
- Handle personal tasks with diligence and confidentiality (ex, but not limited to doctor, travel, personal activities).
Specific Skills, Knowledge and Abilities Required
- This position requires discretion and confidentiality.
- Tasks and responsibilities must be performed timely and accurately; attention to detail is paramount.
- The environment is frequently fast-paced and demanding; the Executive Assistant must be able to proficiently manage multiple tasks. Candidate must be able to juggle many projects at the same time with calmness and focus.
- Professional interactions are expected and required.
- The ideal candidate will possess strong written and verbal communication skills with the ability to clearly communicate complicated information, exceptional organizational and time management abilities.
- The candidate must be able to work independently with minimal supervision, exercise sound judgment and discretion, and manage competing priorities under tight deadlines.
- A professional demeanor and a commitment to providing high-quality client service are essential.
- Proficient in Word and Excel.
Education and Experience
- A college degree in any field is required.
- Experience in a similar capacity is preferred but not required.
Physical Requirements and Working Conditions
This position requires the ability to sit for extended periods, use a computer and telephone for prolonged periods, and occasionally lift or carry files and supplies weighing up to twenty (20) pounds. The position may require occasional overtime, including evening and weekend hours, to meet practice demands and deadlines. This is a hybrid position, meaning that there are in-person requirements working in a standard type office environment.
This job description is intended to describe the general nature and level of work being performed by individuals assigned to this position. It is not intended to be an exhaustive list of all duties, responsibilities, and skills required. The firm reserves the right to modify, amend, or adjust the position description at any time, with or without notice.
The firm is committed to equal employment opportunity in the workplace and will not discriminate based on any characteristic protected by federal, state or local law. Qualified candidates must be able to perform the essential functions of the position with or without a reasonable accommodation. The firm is committed to providing reasonable accommodations for qualified individuals to perform essential functions (and in the application process), provided there is no undue hardship to the firm. Applicants (and employees) should advise the firm if they need an accommodation in connection with completing an application for this role, to otherwise participate in the application process and/or to perform the essential functions of the position.
