Job Responsibilities 

• Perform general administration tasks such as typing and proofreading documents, maintaining files and answering phones
• Organize and maintain attorneys’ calendars, including travel arrangements and scheduling meetings
• Open new client matters and prepare engagement letters
• Client billing and timekeeping
• Prepare and submit expense reports
• Act as backup to other legal administrative assistants to support additional attorneys or paralegals when necessary to assist with overflow work
• Some litigation experience would be ideal

Qualifications

• Minimum of 5 years of legal administrative experience 
• Strong organizational skills with great attention to detail
• Strong written and verbal communication skills
• Works effectively, calmly, and quickly under pressure in a fast-paced environment
• Ability to prioritize and multitask
• Ability to take initiative and be proactive to assist attorneys and anticipate their needs
• Ability to work independently as well as part of a team
• Ability to maintain and handle confidential information
• Proficient with Microsoft Office Suite, as well as have experience with document management systems
• Paralegal Certificate and/or College Degree is a plus

Salary Range

• $75,000-$90,000

Duties and Responsibilities

1. Executive Operations and Workflow Management

• Work closely with the Managing Partner to organize commitments, prioritize competing demands and coordinate follow-through on action items and projects.
• Assist in maintaining and updating systems used to track client matters, firm projects, governance responsibilities and other ongoing work.

2. Firm Leadership and Governance Support

• Assist in preparing for Management Committee meetings, partnership meetings, departmental meetings, practice group meetings and other leadership initiatives.
• Coordinate agendas, supporting materials, meeting logistics and follow-up activities.
• Help organize information and prepare summaries, reports, presentations, research and other materials for firm leadership.
• Support coordination among partners, Department Directors, Practice Group Leaders, Committee Chairs and professional staff.

3. Client and Practice Support

• Support the Managing Partner’s client service responsibilities by helping organize information and prepare for client meetings, hearings, presentations and other engagements.
• Help keep track of matter status, deadlines, follow-up opportunities and client commitments.
• With training and supervision, assist with factual research, drafting, project coordination and other practice-support activities.
• Assist with selected administrative and operational aspects of client matters, including matter openings, engagement documentation, file organization, signature workflows, billing support and client communications.

4. Technology and Process Improvement

• Use firm-approved technology tools, including Microsoft 365, Copilot and other GenAI applications, to improve efficiency, organization and decision support.
• Identify opportunities to streamline workflows, improve information management and reduce administrative friction while maintaining security.
• Assist with implementation and adoption of new tools and processes.

5. Executive Support and Administration

• Manage calendars and assist with scheduling meetings involving internal and external participants.
• Coordinate travel arrangements and related logistics as needed, including domestic and international travel.
• Draft and assist in preparing correspondence, worksheets, presentations and other documents.
• Process expense reports and administrative submissions accurately and promptly.
• Handle confidential information with professionalism, discretion and sound judgment.

Qualifications and Job Requirements

• Demonstrated ability to handle confidential and sensitive information with integrity, trustworthiness, discretion, professionalism and sound judgment.
• Intellectual curiosity, initiative and a willingness to learn new subject matter, technologies and business processes.
• Strong organizational skills, attention to detail, reliability and commitment to follow-through while managing multiple projects, commitments and competing priorities.
• Excellent written and verbal communication skills.
• Proficiency with Microsoft 365 applications, including Outlook, Word, Excel, PowerPoint and OneNote.
• Security-conscious enthusiasm for learning and responsibly using other firm-approved technologies, including GenAI tools such as Microsoft Copilot.
• Comfort working independently while also collaborating closely with firm leadership, attorneys, clients and professional staff.
• Interest in law firm operations, professional services management, legal technology, practice support or related fields.
• Prior experience in executive support, project coordination, legal or professional services environments, law firm operations, practice support or related roles is preferred but not required.
• Familiarity with legal, financial, practice management, document management or CRM systems is helpful but not required. Experience with Elite 3E, NetDocuments, Intapp, Microsoft Copilot or similar platforms is a plus.

Who Might Thrive in This Role?

Successful candidates may come from a variety of backgrounds. The role may be especially appealing to:

• Professionals who enjoy organizing information, improving systems, coordinating projects and helping others execute effectively.
• Individuals who value continuous learning and are interested in assuming increasing responsibility over time.
• Individuals with experience in executive support, project coordination, legal operations, practice support, paralegal or similar environments who are interested in learning how a law firm operates, serves its clients and continuously improves.
• Professionals interested in broader exposure to law firm management and operations, including finance, technology, human resources, marketing, professional development, recruiting and support for partners, associates and professional staff.
• Individuals who are energized by variety, enjoy solving problems and take satisfaction in helping people and projects move forward.
• Individuals who value building trusted working relationships and take pride in helping others stay organized, follow through on commitments and execute effectively.

Education

• Bachelor’s degree or equivalent professional experience preferred.
• Candidates from a variety of educational and professional backgrounds will be considered.

Working Conditions

• This position is based in the firm’s Boston office.
• Regular in-person collaboration with the Managing Partner and firm leadership is an important component of the role.
• The position may include a combination of in-office and remote work.
• Work hours may vary depending on business demands; while occasional flexibility may be helpful, the position is not expected to require regular evening or weekend availability.

Salary

• Salary range for this position is $90,000 to $150,000, commensurate with experience.

We are seeking an experienced senior associate to join our Capital Markets Practice Group in New York. The ideal candidates will have at least six years of experience handling substantive components of a variety of corporate and transactional matters, with a focus on capital markets transactions including SEC reporting, debt and equity offerings and IPOs. The candidates must have strong interpersonal skills, work well in a team, be detail-oriented and self-motivated. Sullivan provides a great opportunity for individuals looking to take their career to the next level, and to work in a collegial and supportive culture that fosters associates’ development to partnership. The salary range for this position begins at $290,000 and is commensurate with experience.