Executive Support Specialist
3 days ago
Job Summary:
The Executive Assistant provides high-level administrative support to executives by managing calendars, scheduling meetings, coordinating travel arrangements, and handling correspondence. This role demands strong organizational skills, attention to detail, and proficiency in communication and technology tools.
Key Responsibilities:
- Manage the Partner's calendar and maintain a workflow to ensure the Partner's robust legal and professional calendar.
- Triage email communication between the firm and the Partner, flagging emails, and responding on behalf of the Partner as necessary.
- Coordinate financial information between the Partner and various internal and external stakeholders regarding client funds and disbursements.
- Track client disbursements and lead communication on the Partner's direction regarding loans, payments, and the status of the trust account.
- Coordinate with other departments (e.g. Marketing and HR) across the firm to ensure Partner or department presence at all necessary functions and meetings.
- Maintain the department's litigation timeline and flag issues for the Partner's review.
- Complete litigation tasks/projects as assigned by the Partner.
- Provide secondary and tertiary legal support regarding the department's calendar, filings, expert designations, trial support, and other emergency litigation tasks.
Requirements:
- Excellent verbal and written communication skills.
- Excellent organizational skills and attention to detail.
- Excellent time management skills with a proven ability to meet deadlines.
- Strong analytical and problem-solving skills.
- Ability to build relationships with stakeholders and represent executives professionally.
- Ability to effectively work independently.
Education and Experience:
- Bachelor's degree (preferred) in business administration, communications, or a related area.
- 5-7 years of executive support in a legal services environment.
- Experience handling sensitive and confidential information in day-to-day business.
- Proficient with Microsoft Office Suite/Google Office or related software.
Physical Requirements:
- Prolonged periods of sitting at a desk and working on a computer.
- Prolonged standing may be needed at firm events and/or functions.
- Ability to travel to events throughout California as a representative of the firm.
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