The Executive Assistant (EA) serves as a strategic partner, providing high-level support to Partners across the firm. This role blends executive support with general administrative responsibilities to help ensure seamless day-to-day operations. We are seeking a highly organized, proactive, detail-oriented, and ambitious professional with extensive experience supporting Partners across multiple time zones. The ideal candidate will thrive in an autonomous role, collaborate effectively with colleagues, and perform well in a fast-paced environment. All responsibilities must be carried out in strict accordance with firm protocols, policies, procedures, and best practices.

Supervisor:   Regional Operations Lead, Americas

Schedule:

This is a full-time hybrid role based in our San Francisco office. After the initial training period, the position will require three days per week in the office, with the remaining days worked remotely and flexibility to adjust as needed to support office requirements.

Primary Responsibilities:

Executive Assistance:

• Provide confidential, comprehensive administrative support collaborating closely with key stakeholders, keeping them well informed of deadline and responsibilities, and following up appropriately.

• Own and proactively manage complex calendars acting as a strategic gatekeeper, including, but not limited to, managing workflows, protecting time and aligning with departmental priorities, scheduling appointments, meetings, coordinating planning and prioritizing time-sensitive requests.

• Serves as liaison for smooth communication between Partners and other business units within the firm.

• Manage client communications as requested whilst ensuring adherence to client requirements and Attorney preferences.

• Ensure accurate and diligent recording of Attorney time, collaborating with relevant teams as needed.

• Support the monthly client billing process by proactively ensuring invoices are reviewed and approved within the set deadline, working with billing to ensure the same.

• Manage multiple tasks and projects, prioritizing daily procedures to ensure completion according to deadlines.

• Manage complex global travel arrangements and logistics, to include booking flights, hotels, local transfers, restaurants and hotels in conjunction with the travel team and in line with our travel policy.

• Assist in planning Business Development (BD) meetings, events, conferences, dinners etc.

• Works with CRM team to ensure all contacts and marketing preferences are correctly recorded, drawing down reports and conducting research into contacts, as necessary.

• Collaborate with Attorney Admissions and Compliance & Risk to ensure all regulatory matters are addressed and requirements met.

• Provide backup coverage to another EA team member, as requested. Assist with additional tasks as directed by management, demonstrating flexibility and dedication to the firm’s success.

Requirements:

• Minimum of 5 years of experience in an Executive Assistant role for Partners.

• Professional services and/or law firm experience is essential.

• Must have or agree to obtain a Notary Public license for the requisite jurisdiction.

• Advanced proficiency in Microsoft Office Suite (Outlook, PowerPoint, Excel, Word) and desirable to have knowledge of Chrome River, iManage, HALO, OnePlace and other firm software applications with the ability to adapt quickly to new systems and technologies as they are introduced. Ability to work autonomously and be a proactive self-starter with close attention to detail and an ability to understand the importance of detailed work within a larger context.

• Ability to plan, organize and carry out multiple related activities.

• Ability to work under tight deadlines and multi-task with detailed responsibilities for various aspects of the firm’s work.

• Must have the ability to make recommendations to effectively resolve problems or issues by using judgment that is consistent with the firm’s standards, practices, policies, procedures, and state and federal regulations.

• Ability to work across several different departments in a fast-growing office environment.

• Must be flexible to respond quickly and positively to shifting demands and opportunities.

• Ability to collaborate in an effective and mature manner with co-workers, vendors, and clients.

• Must demonstrate discretion and maintain strict confidentiality when dealing with sensitive information.

At the time of posting, the salary range for this role is $80,000 (minimum) – $120,000 (maximum). This range is based on a full-time work schedule. Other compensation may include an annual discretionary bonus. The successful candidate’s actual salary will be determined based on permissible, non-discriminatory factors, including but not limited to relevant experience, qualifications, licensure/certifications, training, skills, and market data.