Legal Staff Other in San Jose, CA

Law Firm

San Jose, CA

Legal Staff Other in San Jose, CA

Legal Staff

5-10 yrs required

No

Job Title: Executive Assistant

Job Responsibilities:
- Calendar Management: Coordinate and manage complex scheduling for the Partners, including internal and external marketing meetings, speaking engagements, client outreach, travel arrangements, and appointments.
- Project Management: Support projects, track progress, and ensure timely completion of key tasks. Manage timelines, deliverables, and follow-ups on various projects.
- Excellent Excel Usage: Use Excel to analyze data, create reports, and manage spreadsheets for legal and business-related projects. Handle data consolidation and other functions as needed.
- Presentation Development: Prepare and edit PowerPoint and Keynote presentations for internal and external meetings, ensuring accuracy, clarity, and professionalism.
- Reporting: Generate weekly, monthly, and ad-hoc reports on various metrics and departmental performance using Excel and other reporting tools.
- Document Preparation: Draft, proofread, and manage correspondence and official documents, ensuring they are error-free and properly formatted.
- Meeting Support: Organize and prepare materials for meetings, take minutes, and follow up on action items.
- Travel Coordination: Arrange travel, accommodations, and itineraries for the Partners, ensuring efficiency and attention to detail.
- Communication: Serve as a liaison between the executive and internal/external stakeholders, ensuring clear and timely communication.
- Office Management: Handle office-related administrative tasks, including expense reports, vendor communication, and general office organization as needed.

Education and Experience Information:
- 5-10 years of experience in an Executive Assistant role, preferably supporting senior leadership in a legal or corporate setting.
- Ability to create and manage complex spreadsheets and data analysis tools.
- Strong organizational skills with the ability to manage multiple projects simultaneously, prioritize tasks, and meet deadlines.
- Expertise in managing executive calendars, coordinating meetings, and handling scheduling conflicts.
- Proficient in creating professional presentations using Microsoft PowerPoint.
- Proven proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), Apple Suite (Sheets, Keynote), and other related tools.
- Ability to manage multiple responsibilities while maintaining attention to detail.
- Proactive in identifying issues and proposing solutions.
- Strong written and verbal communication skills (English and Spanish), with the ability to interact with all levels of the organization.
- High level of confidentiality and professionalism when handling sensitive information with discretion.
- Strong ability to prioritize tasks in a fast-paced environment.

Education:
- Bachelor’s degree preferred or equivalent experience.

Salary Information:
- Not specified in the text.

This role is ideal for someone who thrives in a fast-paced legal environment and is passionate about providing high-level support to a senior executive. If you have strong organizational skills and a keen eye for detail, we encourage you to apply!