Executive Assistant and Travel Coordinator

To be considered for this role, please apply below and call 866-996-6549 to hear a message from our Founder and Managing Partner with next steps.

About: 

The Executive Assistant and Travel Coordinator role is crucial in supporting the named partners of the firm and optimizing their time and productivity and to support travel coordination for the entire firm. This position manages complex schedules, coordinates high-level meetings, and handles sensitive information with discretion.  A key aspect of the role involves orchestrating domestic and international travel arrangements, ensuring seamless logistics and adhering to firm policies and executive preferences.  The ideal candidate excels at multitasking, problem-solving, and maintaining composure in fast-paced environments while providing indispensable support to the executive team. 

Responsibilities: 

• Personal assistant to the two equity partners, one of whom is the firm's Managing Partner and the other manages the firm’s Mass Tort Practice. You will act as the gatekeeper and protector of their schedules and ensure they keep track of their days. Ensure they eat lunch, handle paperwork and specialty items, and book travel they may not make time to do. 
• Set up meetings for the broader management team, which is currently Zoom, Zoom, Zoom. 
• Learn the partners’ communication styles, preferences and anticipate their needs. 
• Booking travel and lodging arrangements for the firm, and broader team as needed. 
• Register the partners for events and coordinating attendance 
• Track equity partner expenses, allocate the same, and track their CLE’s and bar admissions, and ensure timely compliance with the same 
• Prepare, edit and reply to correspondence, communications, presentations, and other documents including emails, and be comfortable talking with outside vendors or clients on behalf of the partners 
• Exercise discretion and be able to maintain confidences, including filing of confidential and proprietary information 

Requirements: 

• 3-4 years of experience as a trusted Executive Assistant, Personal Assistant or similar role 
• While you don't need to be in New York City, must operate in Eastern Standard Time. Preference is NYC or Stamford, CT area to report in person at least 3 days per week, and possibly more.  
• Self-starter, tremendous drive and able to juggle and complete various tasks with minimal supervision, getting to know the wishes and working style of the partners in particular 
• Valid driver’s license and reliable transportation 
• Excellent in MS Office & Outlook knowledge – Word, Excel, and PowerPoint. 
• A keen sense of urgency / time management relating to all duties. Like your planner is your best friend and so are Outlook Calendar, your phone's reminder updates, and your own internal clock 
• Project Management experience a plus 
• Not low, not medium, but HIGH attention to detail & administrative skills, 
• Strong drive and work ethic to complete projects daily and commitment to making the partners’ lives operate smoothly 
• Be able to work well under pressure, handle tight deadlines and willing to take on even small jobs to complete the project 
• Exhibit an infectious whatever-it-takes solution-focused attitude 
• Be growth focused, resilient, smart, and compassionate (be a great listener) 

Benefits: 

• Financial Benefits 
  • 401k Contributions: Discretionary match contribution of 5%, with the Firm matching 100% of the first 3% of the employee’s contribution and 50% of the employee’s next 2% of contribution of the employee’s annual compensation. 
  • Charitable Donations: The Chaffin Luhana Foundation makes an annual donation to the charity of your choice. 
• Medical Benefits 
  • Healthcare Insurance: $460 per employee or family towards their monthly health premium. If your premium is less than $460, you will be responsible for only the first $1. 
  • Dental Insurance: Full coverage towards an employee’s dental premium, less than $1 monthly. You will only pay $12 a year for your dental plan. 
  • Health Reimbursement Account (HRA): Contribute up to $500 pre-tax towards your annual medical deductible. 
  • Family / Dependent Care: You can contribute up to $5,000 pre-tax Dependent Care (DCR). 
  • Flex Spending Account: Contribute up to $1,000 pre-tax towards your medical Flex Spending Account (FSA). 
• Commuter Benefits 
  • Tax-free Transit Commute: You can contribute up to $280 per month pre-tax towards your transit ticket (TRN). 
  • Discounted Parking: You can contribute up to $280 per month pre-tax towards a pay-for-parking plan (PKG). 
• Time Off to Recharge and Renew 
  • Time Off: 15 paid time off (PTO) days / 20 PTO days after 3 years with the Firm. 
  • Sick Days: 3 sick days per year. 
  • Celebrate the Holidays: Office closed for 10 public holidays. 
  • Weeklong Holiday Break: Office usually closed for at least a week between Christmas and New Year’s Day. 
• Culture and Development of Team 
  • Casual Dress: Enjoy our business casual dress code. 
  • Enhance Your Skills: Up to $500 annually for continued education/training. 
  • Learn How You’re Wired: Our employees take a Kolbe Assessment so they can learn their instinctive method of operation. Identify the ways that you and the team you work with are the most productive. 
  • Time Management: Time Management Luncheons with senior management team to take your projects, team, and organization to the next level. 
  • Free Workouts: Free access to GreenTree SportsPlex for Pittsburgh office. 
• Recognition at the Firm 
  • Value Team Members: Bonusly points for a peer-to-peer recognition system. You give and receive points that you can redeem for gift cards, trips, dinners, etc. 
  • Eat, Drink & Be Merry: Free team lunches and happy hours. 
  • Annual Bonus: Year-end discretionary bonus. 
  • Annual Firm Outing: Yearly firm outing for all of our employees to meet up and have fun. 

Note: 

This job description is not an exclusive or exhaustive list of all job functions an employee in this position may be asked to perform.  Duties, responsibilities, and requirements can be added, changed, or reduced by management to meet the business needs of the company. 

Chaffin Luhana LLP does not discriminate based on race, color, sex, religion, national origin, disability, or any other reason prohibited by law in provision of employment opportunities.