This position provides central administrative and operational support to the Chief Business Development Officer and the broader Business Development (BD) and Marketing team. The role spans a wide range of functions—including calendar and meeting management, content and website management, CRM and data maintenance, event coordination, budgeting, and stakeholder communications—ensuring the department operates efficiently and delivers a consistent, high-quality experience across all touchpoints. The ideal candidate will bring a positive, proactive mindset; exceptional organizational skills; and the highest level of professionalism.
Responsibilities
Calendar & Meeting Management
Manage the BD Department calendar, including scheduling all department meetings, coordinating logistics, and distributing agendas and materials in advance.
Provide proactive, complex calendar management with a comprehensive understanding of current workstreams, priorities, and sensitivities to ensure deadlines are met and conflicts are resolved.
Legal Directories & Industry Recognition
Develop and maintain a department-wide calendar to track key directory deadlines, submission windows, and announcements.
Help maintain and update attorney bios on the firm’s website and external platforms such as Chambers.
Upload and update attorney information across relevant directory and ranking platforms.
Data & Records Management
Help maintain data in InterAction, including creating and updating contact lists and researching contact data for accuracy.
Assist with tracking and reporting on BD activities, including pitches, RFP submissions, and related metrics.
Events & Sponsorships
Ensure all firm events are added to the internal marketing calendar and that relevant stakeholders are informed.
Work with the Marketing Events Manager on event logistics, particularly internal coordination for space lends and firm-hosted functions.
Budgets, Invoicing & Expense Management
Serve as primary owner of BD Department billing processes and procedures. Act as the contact point between BD and accounts payable to ensure that bills and expense reimbursements are processed accurately and on time (including bill coding, payment coordination, tracking, follow-up, and filing).
Centralize and track BD-related contracts for events, sponsorships, technology, and other expenditures with corresponding budgets.
Prepare and submit expense reports on behalf of assigned stakeholders in a timely manner; process all relevant invoices related to marketing and BD workstreams.
Sport Ticket Distribution
Manage sport ticket distribution and purchases for BD purposes. Maintain a tracking document to record which attorneys and clients or contacts received tickets; communicate with partners when tickets become available.
Document Production & Filing
Prepare correspondence, presentations, and other documents on behalf of the BD team. Proofread all work to ensure accuracy and a high standard of presentation, demonstrating strong technical skills and attention to detail.
Establish and maintain efficient manual and electronic filing systems and other administrative systems related to marketing and BD workstreams.
General Administrative & Stakeholder Support
Monitor General Firm inbox and respond proactively to inquiries, routing requests to the appropriate team members as needed.
Take end-to-end ownership of tasks and projects assigned, seeing them through to completion with minimal supervision.
Provide general support for the BD team as the firm continues to grow, adapting to evolving departmental needs.
Qualifications
Prior experience as an administrative assistant in a corporate or professional services environment preferred.
Strong organizational skills and attention to detail, with the ability to manage multiple priorities simultaneously.
Excellent written and verbal communication skills.
Ability to operate in a fast-paced, multifaceted department and balance competing deadlines.
Ability to exercise sound…