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Executive Support Specialist

2 months ago

California, United States AGG Legal Staffing Full time
Job Summary

We are seeking a highly skilled and experienced Executive Support Specialist to join our team at AGG Legal Staffing. As an Executive Support Specialist, you will provide dedicated support to our clients' executives, proactively managing dynamic calendars, coordinating travel arrangements, and handling complex itineraries and comprehensive agendas.

Key Responsibilities
  • Calendar Management: Proactively manage dynamic calendars, ensuring seamless coordination of meetings and appointments.
  • Travel Arrangements: Coordinate travel arrangements, including booking flights, hotels, and rental cars, as well as making restaurant reservations and arranging for transportation.
  • Document Preparation: Prepare and edit documents, including presentations, reports, and correspondence, utilizing various software applications and/or transcription of analog or digital dictation.
  • Communication: Coordinate communication with all departments internally, ensuring timely and effective communication.
  • Expense Tracking: Track expenses according to itineraries, create and edit expense reports and invoices.
  • Technology Expertise: Stay abreast of technology and software changes within the firm, attending all mandatory training classes.
  • Administrative Support: Provide general administrative support, including answering and directing phone calls, filing, printing, and data and time entry.
Requirements
  • Experience: 5+ years of providing executive level support, ideally in a law firm or professional services organization.
  • Skills: Highly organized, excellent attention to detail, strong organization skills, and excellent written and verbal communication skills.
  • Technical Skills: Proficient in iManage, Chrome River, MS Office, and/or similar systems.
  • Knowledge: Proficient knowledge of various HP and Xerox printers, color printers, and scanners.
  • Flexibility: Ability to work through complex document markups and instructions in a timely manner, and flexibility to work overtime, including one weekend day per month, or change shift to accommodate Firm needs.