Please send resume should you be interested in the following Executive Assistant position located in San Francisco. This is a full-time, permanent position with a salary between $125 - 140K plus awesome benefits. Please pass along to your colleagues if you’re not interested in this position as we do pay referral fees.
Title: Executive Assistant
Location: San Francisco, CA
Salary: $125 -140K
Hybrid: 3 days onsite/2 days WFH
Daily hours: 9am-6pm (can flex to 8-5, 8:30-5:30, etc..)
Term: Full-time
3rd Party C2C/Transfer: No
Referral Fee: $500 - Refer qualified colleague, friends, or family.
Please reply with an updated resume in Microsoft Word format.
Essential responsibilities include but are not limited to:
- Responsible for reducing document production and administrative tasks from attorney. Proactively taking ownership and responsibility for tasks and assignments
- Provide administrative assistance, such as writing and editing e-mails, drafting memos, and preparing communications on attorney's behalf
- Minor accounting dues (i.e., liaise with Accounting to review and process monthly bills before submitting to attorney for review).
- Proactively manage attorney's calendar on a day-to-day basis, including making appointments and prioritizing sensitive matters, and resolving any calendaring/scheduling conflicts and regularly communicating to ensure that attorney is aware of changing priorities and commitments.
- Organize meetings on behalf of attorney, including scheduling and sending reminders.
- Manage and co-ordinate all aspects of attorney's external and internal meetings, events and travel, producing detailed itineraries and providing meeting materials in advance and where necessary, to attend meetings as required. Process expense reimbursements.
- Liaise with Office Services/Reception and others to ensure the seamless delivery of meetings that are in person and on-site.
- Internal and external liaison on attorney's behalf, making decisions and using judgement as appropriate.
- Acting as a gatekeeper/dealing with all internal and external calls on attorney's behalf.
- Monitor and respond to and action incoming emails/communications on behalf of attorney. Organize and prioritize large volumes of information (i.e., emails, phone calls, etc.)
- Draft email correspondence/communications and liaising with internal communications team/other key stakeholder groups relevant to role.
- Respond or direct to the appropriate person general queries from within the Firm
- Utilize Services (i.e., Document Services, Overflow Assistance, etc.) when and where appropriate
- Manage highly confidential/sensitive and non-routine information.
- Works with little to no supervision.
- Other duties as assigned.
Technical Skills, Qualifications and Experience:
- A large amount of executive assistant and legal secretarial experience; work experience in a legal or professional services environment.
- A minimum of Intermediate knowledge of Word, Excel, and PowerPoint.
- Intermediate knowledge of office systems (i.e., Intapp Time, Intapp Open, etc.).
- Very able to complete fine hand manipulation (heavy typing, dialing, filing); sitting/standing/walking/stooping; ability to lift to 25 lbs
- Can work independently prioritizing work and meeting intense deadlines
- Excellent English verbal and written communication skills
- Actively pursues opportunities for self-development/collaboration
- Understands Firm structure and available resources
- Looks for ways to improve processes and/or procedures
- Some analytical ability is required to find solutions to various administrative problems and prioritize workloads
- Collaborates well with others at all levels.
- Have solid organizational and planning skills.
- Problem Analysis and problem-solving skills.
- Judgment and decision-making ability.
- Proactive (i.e., trouble-shooting) in certain instances wherein insufficient and/or lack of instruction are provided.
- Maintain high levels of confidentiality.
- Attention to detail and accuracy.
- Team player.
