Executive Assistant

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