Executive Assistant

2 days ago

Newport Beach, United States Adams & Martin Group Full time

Job Description:
The Executive Assistant will play a key role in ensuring the efficient operation of the law office. This is a full-time, in-person, role responsible for managing administrative tasks, client billing, and providing support to attorneys and paralegals. The ideal candidate is organized, detail-oriented, and able to manage multiple priorities in a fast-paced environment.
Key Responsibilities:
Office Operations:
▪Oversee the daily operations of the office to ensure a smooth and efficient work environment.
▪Primary coverage of main telephone lines.
▪Manage office supplies inventory, including ordering and restocking supplies.
▪Maintain the cleanliness and organization of the kitchen, conference room, and common area.
Client Billing:
▪Assist attorneys with tracking and entering their timesheets.
▪Enter various expenses into billing software.
▪Prepare client bills, ensuring timely invoicing and follow up on payments.
▪Prepare monthly accounts receivable and hours reports.
Vendor & Equipment Management:
▪Coordinate with vendors and service providers as needed.
▪Manage office equipment and technology, ensuring all are in working order.
General Administrative Support:
▪Provide general administrative assistance to attorneys and paralegals, as needed.
▪Handle any additional tasks that arise to support the overall success of the office.

Qualifications:
▪Proven experience as an Executive Assistant, Office Manager, or similar role, preferably in a legal or professional services environment.
▪Familiarity with billing and accounts receivables processes.
▪Basic bookkeeping knowledge, with the ability to oversee accounts payable.
▪Strong organizational and multitasking abilities.
▪Excellent communication skills, both written and verbal.
▪Proficiency in Microsoft Office Suite and experience with billing software is a plus.
▪Ability to work independently and take initiative in problem-solving.
Benefits:
▪Competitive salary based on experience
▪Health and dental insurance options
▪Paid vacation and sick leave

Desired Skills and Experience

Proven experience as an Executive Assistant, Office Manager, or similar role, preferably in a legal or professional services environment.
▪ Familiarity with billing and accounts receivables processes.
▪ Basic bookkeeping knowledge, with the ability to oversee accounts payable.
▪ Strong organizational and multitasking abilities.
▪ Excellent communication skills, both written and verbal.
▪ Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and experience with billing software is a plus.
▪ Ability to work independently and take initiative in problem-solving.

All qualified applicants will receive consideration for employment without regard to race, color, national origin, age, ancestry, religion, sex, sexual orientation, gender identity, gender expression, marital status, disability, medical condition, genetic information, pregnancy, or military or veteran status. We consider all qualified applicants, including those with criminal histories, in a manner consistent with state and local laws, including the California Fair Chance Act, City of Los Angeles' Fair Chance Initiative for Hiring Ordinance, and Los Angeles County Fair Chance Ordinance. For unincorporated Los Angeles county, to the extent our customers require a background check for certain positions, the Company faces a significant risk to its business operations and business reputation unless a review of criminal history is conducted for those specific job positions.

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