The Opportunity

We are seeking an Executive Assistant to join our Firm. This position will be based in our Palo Alto office (hybrid). The Executive Assistant provides highly-engaged assistance to partners by managing their resources as the front-line specialist and delegating tasks as appropriate.

• Handles standard administrative functions including answering, screening and placing phone calls; opening and routing mail as directed; maintaining files, records, attorney calendars and time records; preparing attorney expense reports.
• Proxies into attorney's e-mail (if permission is granted) to process new messages, maintain organized e-mail folders and keep attorney apprised of priorities. Ensures proper filing of emails to retention folders and SRM.
• Assists in promoting business development through entry of activities, maintenance of contacts and assembling of mailing lists in InterAction.
• Handles all aspects of document preparation, processing, preparing redlines, PDF conversions and completion, working directly with attorney and clients.
• Works in tandem with Client Accounting to ensure up-to-date and accurate client billing.
• Seeks ways of being responsive to clients in a manner that demonstrates the ability to provide superior client service, in small and large ways.
• Anticipates attorney needs by proactively identifying issues and conflicts and taking the initiative to offer solutions and preempt needs.
• Delegates work to other departments as necessary, coordinating the completion of delegated work and verifying its accuracy.
• Prepares new matter reports and updates client/matter codes.
• Prepares engagement letters and new client/matter memos to assist with the new business process.
• Utilizes tracking charts for keeping up to date records, with a special focus on Billing and New Business.
• Utilizes applications like Excel and PowerPoint to facilitate attorneys’ work.
• Researches and makes complex travel arrangements for attorneys, including assisting with visa requirements.
• Prepares check requests for vendor invoices.
• Ensures proper functioning of all software and hardware being used by attorneys, in consultation with technology support staff.
• Performs responsibilities of other support services when needed, including but not limited to printing, scanning, duplicating, quality control, faxing and hand-delivering packages.
• Demonstrates effective interpersonal, written and verbal communication skills to facilitate effective work relationships with others.
• Manages Firm resources responsibly.
• Complies with and understands Firm operation, policies and procedures.
• Performs frequent physical exertion including: sitting, repetitive use of both hands, lifting and carrying up to 10 pounds.
• Regular and reliable physical presence to perform in-office administrative functions and support services, maintain physical files, and provide client support services.
• Performs other related duties and special projects as assigned.

Education & Experience

• High school diploma or equivalent
• Minimum of three years of experience in an office environment or an equivalent combination of education and experience

Job Type: Full-time

Pay: $95,000.00 - $110,000.00 per year

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off

Experience:

• Executive administrative support: 4 years (Required)
• Law office: 3 years (Required)

Work Location: In person