Job description

Position Summary:

Working directly for the Chairman and Co-founding Partner of the law firm, the Executive Assistant must have excellent organizational skills, strong attention to detail, and manage the equity partner’s desk with minimal supervision. The Executive Assistant will work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of tasks, e.g. heavy calendaring, arranging meetings, billing, collections, travel, conferences as well as preparing binders, and acting as the point of contact with people from both inside and outside the Firm while maintaining a high level of confidentiality. The ideal candidate is energetic, exercises good judgment with outstanding interpersonal skills, and high level of communication skills both written and verbal.

Duties and Responsibilities:

Executive Support:

• Manage an extremely active calendar of appointments, scheduling, and coordination. Ensures Equity Partner’s schedule is followed and respected. Provides “gatekeeper” and “gateway” roles, creating win-win situations for direct access to the Equity Partner’s time and office.
• Manage external contacts, understand who they are, keep track of periodic communication needed for contacts, prioritize, and respond to emails and calls. This includes receiving and directing clients and visitors for meetings.
• Prepare meeting agendas in advance; take minutes if required, assist with, and provide research/background information, and creation of presentations/meeting documents.
• Manage travel arrangements and coordinate the pre-planning of domestic and international travel plans, book restaurants, and handle minimal PA assignments.
• Build and maintain working relationships with team members and colleagues.
• Safeguard and keep any information and client business matter confidential.
• Other duties as assigned.

Administrative Support:

• Enter daily time and work closely with assigned timekeeper and billing coordinator to prepare monthly invoices for submission and assist with collections
• Run conflict checks, draft engagement agreements, open new matters in the Firm’s systems and set up files for new matters.
• Copying, scanning, reviewing, organizing, and sorting outside mail and email
• Compile and process expense reports for submission
• Draft, redline, compare, format, and edit documents, e.g. correspondence, memos, agreements, conflict waivers, contracts, reports, and other documents.
• Maintaining and updating the case list
• Proofread, photocopied, assemble, and distribute prepared material for meetings or hearings.

Skills and Talents:

• Strong organizational skills that reflect the ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail and time management.
• Ability to remain proactive, reliable, calm under pressure, and react with flexibility to shifting priorities and deadlines on last-minute changes and tight deadlines
• Strong writing skills in composing and proofing written materials
• Outstanding interpersonal skills and ability to build relationships and communicate clearly with clients, staff, attorneys, and other departments
• Action-oriented, problem solver with strong decision-making capability, the ability to work independently
• Technology Prowess –advanced skill in MS Word, 2013 or higher, including generating Table of Contents, editing documents, tracking changes, and formatting. Skilled in using Outlook email and calendaring. Proficient in PowerPoint, Excel, Acrobat PDF, DocuSign, and Sharefile. Also, assisting in video conferencing via Zoom and Teams

Education and Experience Requirements:

• Bachelor’s degree is preferred
• A minimum of 5 years of experience providing support at the executive level
• Experience in a legal practice environment is welcomed
• Available to work after hours on overflow, projects, procedures, training, and other firm initiatives.
• References welcomed

Working Conditions:

• This position works in a professional office environment and is required to sit for prolonged periods using a computer and telephone.
• Occasionally required to lift items under 15 pounds.
• During periods of heavy workload, it is required to work before and after scheduled work hours, as well as during weekend days.

Job Type: Full-time

Pay: $115,000.00 - $135,000.00 per year

Benefits:

• 401(k)
• Dental insurance
• Flexible spending account
• Health insurance
• Health savings account
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift

Ability to commute/relocate:

• Los Angeles, CA 90024: Reliably commute or planning to relocate before starting work (Preferred)

Education:

• Bachelor's (Preferred)

Experience:

• Executive Level Support: 5 years (Required)

Work Location: One location

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