Executive Assistant in Los Angeles, CA

Law Firm

Los Angeles, CA

Executive Assistant in Los Angeles, CA

Law Firm Non Legal Department

Max 5 yrs required

No

Job Title: Executive Assistant (Hybrid Schedule)

Job Responsibilities:
The Executive Assistant position at the law firm comprises a range of high-level administrative duties aimed at providing exceptional support to attorneys and practice teams. Key responsibilities include:

- Providing specialized legal support to deliver exceptional client service.
- Managing and scheduling calendars meticulously, monitoring matter-related deadlines, and organizing invitations for internal and external events across time zones.
- Liaising with internal and external clients and support services, including IT, Travel, and Office Services, for scheduling meetings, events, and travel.
- Overseeing all aspects of travel planning, logistics, and execution, ensuring efficiency and prioritizing client-related business trip components.
- Tracking follow-up requests, including meetings, materials, and deliverables.
- Engaging in client interactions with professionalism, discretion, and diplomacy.
- Preparing and disseminating schedules, notifications, agendas, minutes, and meeting materials, ensuring attorneys are well-prepared for meetings and interactions.
- Drafting and preparing legal documents as needed, including trial or closing exhibits, binders, correspondence, notices, pleadings, and memoranda.
- Building and maintaining effective working relationships with personnel at all levels and managing communications with high-level constituents.
- Processing Matter Opening Forms promptly and maintaining an ongoing status list of new matters.
- Contributing to the attorney’s financial and client growth goals.
- Independently prioritizing, researching, and following up on multiple issues addressed to the attorney, recommending appropriate actions or responses.
- Maintaining Outlook contact lists and ensuring they are up-to-date.
- Coordinating with the law firm’s Business Center for prompt processing of expenses.
- Processing timesheets daily, drafting entries, and following up as needed.
- Managing onsite responsibilities, including meeting clients, using office equipment, maintaining physical files, and providing support to attorneys.
- Providing support outside standard working hours as needed.
- Performing corporate tasks, such as internet research, requesting UCC lien/litigation/bankruptcy searches, and filing formation documents.
- Maintaining paper and electronic filings, including client minute books and estate accounts for tax purposes.
- Handling litigation tasks, such as e-filings, scheduling remote court appearances, and coordinating deposition logistics.

Job duties and responsibilities are not exhaustive and may be supplemented as necessary. The law firm reserves the right to revise or modify job duties and responsibilities at any time.

Education and Experience Information:
- Education: Two years of college or equivalent experience is required. A college degree or equivalent experience is preferred.
- Experience: A minimum of five years of experience in a high-level administrative support position is required. Experience in a law firm or other professional services firm is preferred.

Skills:
Candidates must possess expert organizational skills, top-notch time management abilities, and a polished communication style. Additional skills include:
- Mastery of Microsoft Office suite, including PowerPoint, Excel, and Word.
- Advanced Outlook skills, including calendaring and task functions.
- Proficiency with Zoom and MS Teams.
- Ability to handle confidential and sensitive matters with discretion.
- Effective issue resolution and diplomatic problem-solving skills.
- Strong decision-making, strategic thinking, and time management abilities.
- Initiative, project management skills, and the ability to handle multiple priorities.
- Flexibility to adapt to changing priorities.
- Project management training is a plus.

Other:
- Supervisory Responsibilities: None
- Equipment To Be Used: Personal computer and standard office equipment such as telephone, calculator, fax machine, copier, and scanner.
- Essential Job Functions include dealing with stress in a fast-paced environment, utilizing technology, handling multiple tasks, working well as a team member, adapting to changing situations, and effectively communicating with various personalities.

Working Conditions:
The role involves working in a typical office setting and/or remotely. The candidate is required to work in the office a minimum of three days per week and may occasionally work hours exceeding the normal schedule. The specific weekly schedule will be discussed with the direct supervisor.

Salary Information:
The anticipated pay range for this position in Los Angeles is - per hour. This is a full-time, non-exempt (hourly) position with full eligibility for the law firm’s comprehensive benefits package.

Employee Benefits Overview:
The comprehensive benefits package includes:
- 401(k) Retirement Plan
- Medical Insurance
- Health Savings Account (HSA)
- Virtual Health Services
- Dental and Vision Insurance
- Accident, Hospital Indemnity, and Critical Illness Insurance
- Life Insurance
- Short-Term and Long-Term Disability Coverage
- Flexible Spending Accounts (FSA)
- Lyra Health Employee Assistance Program (EAP)
- Paid Family Leave (for eligible staff)
- College Savings Plan
- Transportation Benefit
- Back-up Child Care Services
- College Coach Program
- Pet Insurance
- Paid Sick Time (for exempt staff)
- Paid Time Off (for all full-time, non-temporary employees)

The law firm offers a challenging work environment, a business casual dress code, and a total compensation package that includes a competitive salary, flexible benefits program, tuition assistance, and a generous 401(k) plan.

The law firm is an Equal Opportunity Employer with core values of Integrity, Excellence, Teamwork & Respect, Innovation, and Impact. The firm provides reasonable accommodations in accordance with the law, including in the application and interview process.

Qualified candidates only. No search firms.