MUST HAVE LAW FIRM EXPERIENCE
Job Summary/Objective:
The Executive Assistant provides high-level administrative support to executives by managing calendars, scheduling meetings, coordinating travel arrangements, and handling correspondence. They serve as a primary point of contact, maintain office efficiency, assist with projects, and ensure confidentiality while building strong relationships with stakeholders. This role demands strong organizational skills, attention to detail, and proficiency in communication and technology tools.
Duties/Responsibilities:
- Manage the Partner’s calendar and maintain a workflow so that the Partner is able to maintain a robust legal and professional calendar.
- Triage email communication between the firm and the Partner, flagging emails, and responding on behalf of the Partner as necessary.
- Coordinate financial information between the Partner and various internal and external stakeholders as it pertains to client funds and disbursements.
- Tracks client disbursements and leads communication on the Partner’s direction as it pertains to loans, payments and the status of the trust account.
- Coordinate with other departments (e.g. Marketing and HR) across the firm to ensure Partner or department presence is all necessary functions and meetings.
- Maintain the department’s litigation timeline and flag issues for the Partner’s review.
- Complete litigation tasks/projects as assigned by the Partner.
- Provide secondary and tertiary legal support as it pertains to the department’s calendar, filings, expert designations, trial support and other emergency litigation tasks.
Required Skills/Abilities:
- Excellent verbal and written communication skills.
- Excellent organizational skills and attention to detail.
- Excellent time management skills with a proven ability to meet deadlines.
- Strong analytical and problem-solving skills.
- Ability to build relationships with stakeholders and represent executives professionally.
- Ability to effectively work independently.
Education and Experience:
- Bachelor’s degree (preferred) in business administration, communications or a related area.
- 5-7 years of executive support in a legal services environment.
- Experience handling sensitive and confidential information in day-to-day business.
- Proficient with Microsoft Office Suite/Google Office or related software.
Physical Requirements:
- Prolonged periods of sitting at a desk and working on a computer.
- Prolonged standing may be needed at firm events and/or functions.
- Ability to travel to events throughout California as a representative of the firm.
