Executive Assistant

2 months ago


Costa Mesa, United States Helton Law Group, APC Full time

The Executive Assistant provides administrative support for high-level executives and manages projects within the firm. The Executive Assistant ensures the smooth operation of executive office functions requiring a high level of professionalism, discretion, and organizational skills.


ESSENTIAL JOB FUNCTIONS:

  • Provide comprehensive administrative assistance to executives, including managing calendars, scheduling meetings, and handling correspondence
  • Prepare reports, presentations, and documents for executive review
  • Oversee and coordinate various projects, ensuring they align with organizational goals and deadlines
  • Track project progress, manage timelines, and communicate updates to relevant stakeholders to ensure project objectives are met efficiently
  • Act as a liaison between the executive team and staff
  • Facilitate communication within the firm, ensuring key information reaches the appropriate parties
  • Organize, maintain files, and documentation related to projects and executive activities
  • Manage sensitive and confidential information with discretion
  • Drive the advancement of firm initiatives with follow up on progress, monitoring key milestones, and facilitating timely resolution of any challenges
  • Maintain clear communication with executive team and staff
  • Proactively manage and administer contracts ensuring compliance and mitigating risks
  • Coordinate and organize events and meetings
  • Utilize various software tools and platforms to streamline administrative tasks
  • Manage multiple tasks simultaneously and prioritize them based on urgency and importance
  • Assist in time management for executives, ensuring optimal productivity
  • Demonstrate a high level of professionalism in interactions with internal and external contacts
  • Identify opportunities for process improvement and contribute to the enhancement of organizational efficiency
  • Other special projects as assigned


EDUCATION AND EXPERIENCE REQUIRED:

  • A Bachelor’s degree in Business Administration, Project Management, or a related field (preferred)
  • 8 + years of Executive Assistant experience
  • Law firm experience (preferred)
  • Strong experience with Microsoft Office suite


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