Executive Assistant

2 weeks ago

San Francisco, United States SourcePro Search, LLC Full time

We have a great opportunity for an Executive Assistant with our top ranked global law firm client. This is role is based in the San Francisco office location. This role offers a competitive base and excellent growth potential in a top ranked global law firm.

The ideal candidate will be responsible for providing hands-on administrative support to the firm's partner. The Executive Assistant will proactively handle the day-to-day schedule and operations for the partner including clerical/administrative work, helping with business development, client maintenance, contact management, and serve as the primary point of contact for internal and external contacts.

What You'll Do:

  • Maximize partner's time by reading and routing correspondence, drafting responses to emails/correspondence from clients or other sources, maintaining partner's files, and collecting and evaluating information to identify and manage actionable items.
  • Manage and prioritize an extremely active calendar/meeting request schedule; ensure meeting/engagement logistical details are identified, handled, and relevant information is circulated.
  • Screen calls and in-person requests while using excellent judgment when responding to various requests for time to follow the partner's schedule and priorities.
  • Work closely with a partner to keep them well informed of upcoming commitments and responsibilities, proactively following up appropriately and providing solutions to calendar conflicts/congestions.
  • Arrange detailed travel plans, itineraries, and agendas; understand travel preferences and affinity programs; and help to manage travel costs.
  • Manage, track, and submit expense reimbursements in a timely and accurate manner, as well as vendor invoices.
  • Partner with other EAs to provide consistent and seamless vacation/desk/out of office/absence coverage for partner(s).
  • Collaborate with practice group leader and other members of leadership to keep them well informed of upcoming commitments and responsibilities, following up appropriately and proactively, and providing solutions to calendar conflicts/jams.
  • Perform other related duties as assigned.
Client Billing
  • Review monthly bills for consistency, accuracy, spelling, and context, learning billing practices over time (e.g., usual write-offs, client format preferences, etc.), when necessary, make narrative suggestions; check bills for consistency against special engagement terms (deferrals, rates, caps, etc.); suggest possible transfers of time entries between matters or clients.
  • Respond to client requests for month-end estimates.
  • Help to monitor, identify, and flag A/R and collections issues.
  • Closely coordinate with billing coordinator to ensure accurate execution of billing and collection instructions and follow-up.
  • Monitor and process deal wire payments and client investment checks.
Business Development and Client Maintenance
  • Assist partners in their business development efforts, which may include helping organize and maintain key contacts, categorization of contacts/adding contacts to relevant lists, and monitoring outreach efforts to key contacts
  • Assist in the coordination along with Marketing and Finance on pitch meeting preparation, including ordering relevant background research, sales materials, and preliminary budgets; creating or editing PowerPoint presentations; running conflicts; updating the CRM database with relevant lead and pitch information; scheduling and assisting with appropriate follow up items after business development meetings.
  • Assist partner with client maintenance, including but not limited to supporting onboarding of new clients; ensuring regular contact with key clients; managing LinkedIn and other social media platforms to stay in touch with key clients; reviewing Manzama and Google alerts for a client or prospective client news articles, subscribe clients to relevant firm mailing lists.
  • Support partners in managing their social media (predominantly LinkedIn and Twitter) by drafting messages and posts, connecting with relevant clients, prospects, and other important people in the partner's network, and posting/sharing relevant content.
  • Consistently update and maintain partner's bio and social media profile(s) with new and relevant information such as new key clients, significant experience, speaking engagements, articles, etc.
Practice Administration
  • Support partners in their relevant practice administration duties, including:
    • Maintaining relevant reports, including budget
    • Project management of crucial practice administration initiatives
    • Prepare agendas and materials for practice group meetings and other practice administration and practice group initiatives.
  • Coordinate logistics for annual, bi-annual, quarterly, monthly practice group meetings or retreats.
What You'll Bring:
  • 5+ years of experience supporting a law firm Partner or C-Level Executive.
  • Bachelor's degree preferred.
  • Possess a high level of anticipatory skills and often can anticipate before the partner realizes the need; identify, manage, and bring appropriate resources to support the partner in addressing a need.
  • Ability to effectively interact and communicate in a demanding environment with individuals at all levels of the organization; Possess strong interpersonal skills and the ability to build relationships with others.
  • Ability to accurately edit work for spelling and grammar, present numerical data effectively, and interpret written information.
  • Strong organizational skills that reflect the ability to seamlessly perform and prioritize multiple tasks with excellent attention to detail.
  • Ability to see logistical challenges over the horizon and can develop and offer solutions to issues before they materialize. Problem analysis and problem-solving skills
  • Takes an initiative to identify, study, and evaluate areas and processes for improvement and takes action to implement change.
  • Possess a sense of self-management and welcomes the opportunity to work autonomously and make independent decisions.
  • High level of accountability and can consistently meet agreed-upon commitments.
  • Ability to continually evolve to accommodate, respond to and complement new demands.
  • Strong technical competency with MS Office Suite, social media platforms, and internet search engines.
  • Demonstrated experience in project management.
  • Proven ability to handle confidential and sensitive information with the utmost discretion.
  • Punctual, courteous, professional, dependable, and reliable.

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