Job Description Summary:Fenwick is seeking an Executive Assistant in the New York office to support partners across multiple practices. The Firm’s Executive Assistant (EA) provides high-impact, proactive support to partners and other senior leaders. This role is equal parts strategic and tactical: anticipating needs, protecting time, driving follow-through, and keeping priorities moving across client work, practice operations, and business development. The EA is a trusted partner who exercises excellent judgment, handles sensitive information with discretion, and enables leaders to focus on serving clients and growing their practices. This position is hybrid and requires three days on-site in our New York office, with additional in-office days as needed for business and client needs. The work schedule for this position will be 40 hours per week (non-exempt), Monday - Friday, from 9:00 am - 6:00 pm. Job Description: Own complex, high-volume calendaring: prioritize requests, resolve conflicts, and align time to business priorities (client meetings, internal leadership, speaking engagements, events). Keep leaders prepared and informed—daily/weekly prep, meeting materials, deadlines, and timely reminders with clear next steps. Serve as a thoughtful gatekeeper: triage calls, emails, and in-person requests; use sound judgment to protect focus time and maintain responsiveness. Draft, edit, and format polished correspondence and documents—often confidential—tailored to leader preferences and firm standards. Manage documents and records: scan, e-file, organize, and maintain accurate electronic (and occasional paper) files in line with confidentiality and security policies. Coordinate business travel end-to-end: itineraries, agendas, preferences and loyalty programs, and cost compliance with firm/client guidelines. Drive execution on projects and special assignments: clarify objectives, manage stakeholders, track progress, and deliver on deadlines with minimal supervision. Continuously improve how work gets done—introduce smarter workflows, tools, and templates; share best practices to strengthen team efficiency. Provide flexible back-up support across the team and represent the Firm and leadership with professionalism at all times. Comfortable working alongside AI tools and a curiosity to continuously learn and adopt new ways of working as technology evolves. Perform other related duties and special projects, as assigned. Client Billing Review and revise monthly bills for accuracy, consistency, and client-specific requirements (rates, caps, formats, and engagement terms); support timely finalization. Prepare and respond to client requests for month-end estimates, as needed. Partner with billing/finance to monitor A/R and collections, flag risks, and help resolve issues. For certain leaders, independently execute billing tasks in Aderant, as authorized. Track and coordinate select financial transactions (e.g., deal wires and occasional handling of client investment checks) in alignment with firm controls. Business Development & Client Relationships Support business development by keeping key contacts organized and outreach on track; update CRM and ensure follow-ups happen. Coordinate pitch and proposal preparation with Marketing/Finance (background research, materials, budgets, conflicts checks, and meeting logistics). Maintain leader bios and client-facing profiles; monitor relevant alerts/news and help leaders stay connected to priority clients and prospects. Provide support for professional social media presence (primarily LinkedIn), as requested, including drafting posts/messages and coordinating engagement. Plan and execute small client events and client gifting with cultural awareness and attention to detail. Desired Skills &
Qualifications
Executive presence and discretion with highly sensitive/confidential matters. Strong prioritization and calendar strategy in a fast-paced, high-volume environment. Proactive problem-solver with excellent judgment and a bias for action. Clear, polished written and verbal communication across all levels. Organized, detail-oriented, and dependable; consistently meets deadlines. Comfortable owning projects end-to-end and influencing without authority. Continuous improvement mindset; adapts quickly to changing priorities and new tools. High integrity, accountability, and team-first approach. Reporting to the Senior Manager of Legal Administrative Services, the ideal candidate will have 5+ years of experience supporting executive-level leaders (e.g., Partner, C-suite, VP/SVP), preferably in a professional services or legal environment. Advanced proficiency with Microsoft 365 (Outlook, Word, Excel, PowerPoint, Copilot), and document tools (e.g., Adobe Acrobat) required.
Experience
with CRM platforms (e.g., Salesforce) and social platforms used for professional networking preferred. Bachelor's degree or equivalent experience strongly preferred.
Benefits
and Compensation Details: At Fenwick, we believe that our partners and employees are our most important asset. Helping you and your families achieve and maintain good health - physical, emotional, and financial - is the reason we offer a comprehensive benefit program. We provide benefits to eligible employees under plans such as Healthcare, Life Insurance, Health Savings Accounts, Flexible Spending Accounts, and Wellbeing. Except as otherwise required by law, temporary employees are generally not entitled to these benefits. The anticipated range for this position is: $104,000 - $155,750 Depending on the role, the actual base salary offered may depend upon a variety of factors, including without limitation, the qualifications of the individual applicant for the position, years of relevant experience, level of education attained, certifications or other professional licenses held, and if applicable, the location in which the applicant lives and/or from which they will be performing the job. A discretionary bonus for eligible employees may also be available based on performance. Additional information about employee eligibility for benefits and discretionary bonus will be made available upon request. Our Story For more than five decades, Fenwick & West has helped some of the world’s most recognized companies become, and remain, market leaders. From emerging enterprises to large public corporations, our clients are leaders in the technology, life sciences and cleantech sectors and are fundamentally changing the world through rapid innovation. Having worked alongside such progressive and cutting edge companies for so long, our culture has come to reflect the entrepreneurial spirit of our client base. Unlike traditional law firms, we move at our clients’ speed and have earned the reputation as a go-to law firm for growing companies that need insightful, strategic counsel to help tackle the challenging issues that arise when the law cannot keep up with their pace of innovation. With the same passion for excellence and innovation reflected in our client base, our firm is making revolutionary changes to the practice of law through substantial investments in proprietary technology tools and processes. Our clients demand—and deserve—new ways to receive best-in-class legal services more effectively. At Fenwick, we are proud to be shaping our legal services to do just that. We are proud to have been named one of the Best Places to Work in the Bay Area for the twelfth year. Fenwick & West LLP is an Equal Opportunity Employer, and, as such, conducts all employment-related activities without regard to unlawful consideration of race, religion, color, marital status, national origin, age, sex, disability, sexual orientation or gender identity, gender, genetic characteristics or any other classification protected by applicable local, state or federal employment discrimination laws. We are committed to providing equal employment opportunities for all. If you require reasonable accommodation to complete a job application, pre-employment testing, or a job interview, please contact recruiting@fenwick.com or staffrecruiting@fenwick.com. At the discretion of the recruiting department, we accept submissions by agency recruiters when a fee agreement has been established between the firm and the agency. Agency recruiters, please submit candidates here. Pursuant to the San Francisco Fair Chance Ordinance, we will consider for employment qualified applicants with arrest and conviction records. To view our privacy policy click here.