Executive Assistant

Silicon Valley, CA

Full Time

Legal

Experienced

Position: Executive Assistant – Law Firm SV

Location: Mountain View (Hybrid: 3 days onsite per week, with additional in-office days as needed. Schedule: Monday - Friday, 9 AM - 6 PM)

Overview:

Our client, a leading law firm, is seeking an Executive Assistant (EA) to provide high-level administrative support to the Firm’s partners. This role is integral to the partners' success, involving business development, client relationship management, and efficient daily operations. The ideal candidate will demonstrate exceptional organizational skills, a proactive approach, and the ability to manage multiple priorities while maintaining confidentiality.

Key Responsibilities:

Calendar Management: Prioritize and manage an active calendar, coordinating appointments, meetings, and events to optimize partners' schedules.
Communication and Coordination: Act as a gatekeeper, screening calls and requests, and keeping partners informed of commitments and responsibilities. Resolve scheduling conflicts proactively.
Travel and Logistics: Arrange detailed travel plans, including accommodations and transportation, while adhering to partners’ preferences and guidelines.
Document Management: Handle confidential correspondence with attention to detail. Manage documents including copying, scanning, and e-filing, ensuring adherence to confidentiality policies.
Client Billing: Review monthly bills for accuracy, respond to client requests for estimates, and monitor accounts receivable and collections. Collaborate with the billing coordinator to ensure accurate billing and follow-up.
Business Development and Client Maintenance: Assist with business development efforts, manage contacts, prepare pitch materials, and support client onboarding and social media management. Plan and organize small events and handle client gifting.
Practice Administration: Support practice administration tasks such as maintaining reports, preparing meeting agendas and materials, and updating PowerPoint presentations. Travel as needed for trial preparation.

Desired Skills and Qualifications:

Experience: 5+ years of experience supporting a law firm partner or C-level executive, with strong preference for candidates with prior litigation experience. Legal experience is required.
Education: Bachelor’s degree preferred, or equivalent experience or relevant certifications.
Skills:
- High level of anticipatory skills, judgment, and proactive problem-solving.
- Strong organizational abilities and flexibility to adapt to changing needs.
- Excellent verbal and written communication skills.
- Proficiency in Microsoft Office Suite, Adobe Acrobat, and social media platforms. Knowledge of Salesforce is preferred.
- Understanding of financial transactions and commitment to ethical practices.

Reporting to: Senior Manager of Legal Administrative Services

Compensation and Benefits:

Salary: $107,000 to $145,250 annually, plus discretionary bonus
Benefits: Comprehensive healthcare, life insurance, health savings accounts, flexible spending accounts, and wellbeing programs.

The Executive Assistant will play a crucial role in ensuring the smooth operation of the partners' day-to-day activities and supporting the Firm’s broader objectives.

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Executive Assistant

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