Executive Assistant

2 weeks ago

San Diego, California, United States Singleton Schreiber, LLP Full time
Job Summary

We are seeking a highly organized and detail-oriented Executive Assistant to support our team of attorneys at Singleton Schreiber, LLP.

This is a hybrid role based at our San Diego office, offering a competitive compensation and benefits package, including employer-paid health, dental, and vision plans, childcare reimbursement, a transportation reimbursement program, paid parental leave, and a 401k.

Key Responsibilities
  • Calendar Management: Manage and maintain the attorneys' calendars, responding promptly to all inquiries and serving as the main point of contact between the attorneys and internal and external stakeholders.
  • Case Management: Open and maintain files, communicate with clients, review and organize documents.
  • Travel Coordination: Plan and coordinate travel arrangements, appointments, client meetings, conference calls, events, lunches, and dinners as needed and requested.
  • Memberships: Manage membership dues and multi-state bar licensing.
  • Meeting Preparation: Ensure attorneys are prepared for all meetings and interactions throughout the day, collecting, researching, and preparing all briefing materials and following up after each to schedule or coordinate any immediate takeaways.
  • Collaboration: Effectively communicate and collaborate with organization leaders and department managers to create smooth and efficient workflows, ensuring deliverables are completed and presented to the attorneys within the timelines requested.
  • Project and Event Management: Assume responsibility for planning, organizing, and executing all projects and events set forth by the attorneys within the given deadline, on budget, and with a high level of accuracy.
  • Communication: Facilitate internal corporate communication and personal communication with vendors and associates as needed.
  • Professionalism: Remain neutral and extremely professional in presence, with a strong customer service focus and high level of discretion with confidential information.
  • Vendor Management: Work with outside vendors to ensure the office is well managed.
  • Proactive Contributions: Expand role beyond responsive support to make proactive contributions and take ownership of administrative tasks, taking accountability and responsibility.
  • Personal: Function as a liaison between family and work calendar, setting appointments for personal and/or medical needs and other duties as assigned.
  • Resilience: Thrive in a fast-paced, deadline-driven environment, remaining resilient, resourceful, and solution-oriented.
  • Other Duties: Perform other duties and responsibilities as assigned.
Requirements
  • 2+ years of experience in a law firm setting preferred.
  • Paralegal certificate or degree in a related field is preferred.
  • Exceptional organizational skills with an ability to think proactively and prioritize work.
  • Excellent verbal and written communication skills.
  • Excellent ability to exercise discretion and confidentiality with sensitive company information.
  • Excellent interpersonal and customer service skills.
  • Ability to create, implement, and manage expenditures for both the firm and the executive.
  • Working knowledge of standard office procedures.
  • Working knowledge of office equipment, including printers, scanners, and personal devices.
  • Proficient in Microsoft Office Suite, Outlook, Adobe, and related software.

Singleton Schreiber, LLP is an equal opportunity employer. Selection of candidates will be based solely on merit without regard to race, color, religion, religious creed (including religious dress and religious grooming), sex (including pregnancy, perceived pregnancy, childbirth, breastfeeding, or related medical conditions), gender, gender identity (including transgender identity and transitioning), gender expression and sex stereotyping, national origin, ancestry, citizenship, age, physical or mental disability, legally protected medical condition or information (including genetic information), family care or medical leave status, military caregiver status, military status, veteran status, marital status, domestic partner status, sexual orientation, status as a victim of domestic violence, sexual assault, or stalking, enrollment in a public assistance program, engaging in protected communications regarding employee wages, requesting a reasonable accommodation on the basis of disability or bona fide religious belief or practice, or any other basis protected by local, state, or federal laws.

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