Senior Executive AssistantLocation: Los Angeles| On-site (in-office)
SUMMARYThe Senior Executive Assistant provides high-level, strategic administrative and operational support to attorney firm leadership. This role serves as a trusted partner, managing complex priorities with discretion, sound judgment, and a deep understanding of firm operations.
The Senior Executive Assistant operates with a high degree of autonomy, anticipating needs, streamlining workflows, and ensuring seamless execution of day-to-day activities. This is a highly visible role that regularly interfaces with partners, senior leadership, and stakeholders across the firm.
Due to the nature of executive-level support, this role requires flexibility in work hours and availability outside of standard business hours, as needed, to support time-sensitive priorities and firm leadership.
JOB FUNCTIONS
EXECUTIVE SUPPORT AND ADMINISTRATION
- Serves as a primary point of contact for assigned executives, exercising discretion and sound judgment in handling sensitive and confidential matters.
- Manage incoming communications, including calls, emails, and correspondence; triage priorities and respond or escalate as appropriate.
- Anticipate executive needs by proactively monitoring priorities, deadlines, and follow-ups.
- Draft, proofread, and edit correspondence, presentations, and other documents to ensure accuracy, professionalism, and alignment with firm standards.
- Maintain and update contact records and relevant databases.
- Manage mail distribution, courier services, and shipping logistics.
- Process expense reports and vendor invoices, ensuring timely submission, tracking, and resolution of discrepancies.
- Coordinate distribution of legal work through centralized functions and track completion status.
- Proactively aligns with assigned executives on priorities, emerging needs, and follow-up actions to ensure seamless execution.
CALENDAR AND MEETING MANAGEMENT
- Proactively manage complex and dynamic calendars across multiple priorities, ensuring effective use of executive time.
- Coordinate and schedule meetings, including internal and external participants and maintains executives informed of all details.
- Maintain real-time awareness of executive availability and ensure accessibility for urgent matters.
- Prepare meeting logistics, including agendas, materials, A/V setup, and catering coordination.
- Attend meetings as requested to capture notes, track action items, and follow through to completion.
- Build strong relationships with administrative and operational teams to facilitate efficient scheduling and coordination.
TRAVEL MANAGEMENT
- Coordinate complex travel arrangements in partnership with the Travel Department, including itinerary planning and booking confirmations.
- Monitor travel schedules and proactively communicate updates, delays, or changes.
- Ensure all travel logistics and documentation are prepared in advance.
- Provide support within the firm's travel systems as needed.
BILLING & TIME ENTRY
- Manage attorney time entry processes, including assigning appropriate task codes, reviewing entries for compliance with client billing guidelines, reconciling discrepancies, and ensuring timely submission of all attorney time records.
- Serve as the primary liaison between attorneys and the billing department by conducting initial reviews of pro forma invoices, identifying and correcting billing errors, recommending revisions, coordinating updates with attorneys, and obtaining approval for final client invoices.
- Support attorneys in addressing client billing inquiries, fulfilling requests for billing-related information, and resolving invoicing issues to ensure accurate and timely client service.
FILE AND INFORMATION MANAGEMENT
- Maintain organized electronic and physical filing systems to support efficient document retrieval and recordkeeping.
- Manage file lifecycle, including archiving, offsite storage coordination, and document cleanup for efficiency and compliance.
PROJECT AND OPERATIONAL MANAGEMENT
- Support firm initiatives and projects by collecting, organizing, and synthesizing information for executive review.
- Independently manage assigned projects, ensuring deadlines are met and stakeholders are kept informed.
- Identify opportunities to improve administrative and operation processes and implement solutions to enhance efficiency and effectiveness.
TEAM AND OFFICE CONTRIBUTION
- In collaboration with the Administrative Manager, provide guidance, training, and support to others as needed.
- Contribute to team best practices, knowledge sharing, and continuous improvement efforts.
- Perform other duties and responsibilities as assigned to support evolving business needs.
TOOLS
- Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint).
- Ability to learn and leverage firm systems and technology tools.
MINIMUM JOB QUALIFICATIONS
- Bachelor's degree preferred; high school diploma or equivalent required.
- 10+ years of experience providing executive-level support to senior leadership.
- Demonstrated ability to handle highly confidential and sensitive information with discretion.
- Exceptional organizational, communication, and time management skills.
- Proven ability to prioritize competing demands in a fast-paced environment.
- Strong analytical and problem-solving skills, with the ability to synthesize information and support decision-making.
- Ability to work independently with minimal supervision while maintaining high attention to detail.
- Ability to interact successfully with all levels of the organization.
