Executive Support Specialist

6 days ago

Beverly Hills, California, United States AGG Legal Staffing Full time
Job Summary

The Executive Support Specialist provides high-level administrative support to executives by managing calendars, scheduling meetings, coordinating travel arrangements, and handling correspondence. They serve as a primary point of contact, maintain office efficiency, assist with projects, and ensure confidentiality while building strong relationships with stakeholders.

Key Responsibilities
  • Calendar Management: Manage the Partner's calendar and maintain a workflow so that the Partner is able to maintain a robust legal and professional calendar.
  • Email Communication: Triage email communication between the firm and the Partner, flagging emails, and responding on behalf of the Partner as necessary.
  • Financial Coordination: Coordinate financial information between the Partner and various internal and external stakeholders as it pertains to client funds and disbursements.
  • Client Disbursements: Tracks client disbursements and leads communication on the Partner's direction as it pertains to loans, payments and the status of the trust account.
  • Department Coordination: Coordinate with other departments (e.g. Marketing and HR) across the firm to ensure Partner or department presence is all necessary functions and meetings.
  • Litigation Timeline: Maintain the department's litigation timeline and flag issues for the Partner's review.
  • Litigation Support: Complete litigation tasks/projects as assigned by the Partner.
  • Secondary Support: Provide secondary and tertiary legal support as it pertains to the department's calendar, filings, expert designations, trial support and other emergency litigation tasks.
Requirements
  • Communication Skills: Excellent verbal and written communication skills.
  • Organizational Skills: Excellent organizational skills and attention to detail.
  • Time Management: Excellent time management skills with a proven ability to meet deadlines.
  • Analytical Skills: Strong analytical and problem-solving skills.
  • Relationship Building: Ability to build relationships with stakeholders and represent executives professionally.
  • Independence: Ability to effectively work independently.
Education and Experience
  • Education: Bachelor's degree (preferred) in business administration, communications or a related area.
  • Experience: 5-7 years of executive support in a legal services environment. (Plaintiff Personal Injury firm, preferred)
  • Confidentiality: Experience handling sensitive and confidential information in day-to-day business.
  • Software Proficiency: Proficient with Microsoft Office Suite/Google Office or related software.
Physical Requirements
  • Prolonged Sitting: Prolonged periods of sitting at a desk and working on a computer.
  • Standing: Prolonged standing may be needed at firm events and/or functions.
  • Travel: Ability to travel to events throughout California as a representative of the firm.
  • Over-time: Over-time to be expected.

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