Executive Assistant Hybrid
Executive Assistant Hybrid
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$ 95000 - 110000
1 Vacancy
Job Description
We are seeking an Executive Assistant to join our firm. This position will be based in our Palo Alto office with a hybrid work schedule. The Executive Assistant will support partners counsel associates and staff attorneys by handling a variety of administrative functions and managing resources efficiently.
Key Responsibilities:
- Answer screen and place phone calls; open and route mail as directed.
- Maintain attorney calendars time records and files ensuring they are organized and uptodate.
- Process attorney expense reports and manage email communication (with permission) by organizing and prioritizing messages.
- Prepare engagement letters and new client/matter memos and assist with the new business process.
- Track and update client/matter lists focusing on billing and new business.
- Manage document preparation including creating and redlining PDFs conversions and ensuring quality control.
- Work with Client Accounting to ensure accurate and timely billing.
- Assist in business development efforts including entering activities maintaining contacts and assembling mailing lists.
- Support attorneys in utilizing applications such as Excel and PowerPoint.
- Research and arrange complex travel itineraries including visa requirements.
- Process check requests for vendor invoices.
- Delegate work to other departments ensuring completion and accuracy.
- Assist with attorneys personal work as needed.
- Ensure the proper functioning of software and hardware in collaboration with tech support staff.
- Perform additional support tasks including printing scanning and delivering packages when needed.
- Manage special projects as assigned ensuring they meet professional standards.
- Demonstrate effective communication and interpersonal skills to maintain smooth workflows with others.
Qualifications:
- Proficient in office software programs (Word Outlook Excel PowerPoint) and the ability to learn new software quickly.
- Strong interpersonal and communication skills both verbal and written.
- High attention to detail and ability to prioritize multiple tasks effectively.
- Flexibility and willingness to take on a variety of responsibilities beyond routine tasks.
- Ability to work independently and collaboratively within a team.
- Ability to handle sensitive matters with confidentiality and professionalism.
- Comfortable working in a fastpaced demanding environment and managing shifting priorities.
- Able to work in the office at least four days per week to perform administrative functions maintain physical files and support clients.
- Physical exertion may include sitting for extended periods repetitive hand use and lifting/carrying up to 10 pounds.
Education & Experience:
- High school diploma or equivalent.
- A minimum of three years of experience in an office environment or a comparable combination of education and experience.
Employment Type
Full Time
