Exec Assistant/Office Manager/Paralegal

JBA International, LLC.; Los Angeles (CA); On-site; USD 80,000 - 90,000; Full time

Job summary

JBA International, LLC. is seeking an organized and proactive Executive Assistant to support an executive with calendar management, task prioritization, and document handling in a fast-paced environment. The role requires strong communication and meticulous follow-through to keep projects on track.

You will coordinate meetings, draft correspondence, manage travel arrangements, and maintain organized files while providing regular status updates to the executive.

Qualifications

• Minimum 3 years supporting an executive, business owner, or senior leader.

Responsibilities

• Maintain the executive's calendar and daily schedule.
• Organize priorities, deadlines, and ongoing projects.
• Prepare daily and weekly action lists.
• Track assignments and deadlines.
• Follow up with employees, vendors, and business partners to ensure commitments are completed.
• Coordinate meetings and appointments.
• Prepare meeting agendas and organize supporting materials.
• Take meeting notes and track action items.
• Draft emails and other professional correspondence.
• Coordinate travel arrangements when needed.

Skills

Organizational skills

Time management

Written & verbal communication

Attention to detail

Follow through

Multitasking

Dependable & trustworthy

Tools

Microsoft Outlook

Microsoft Word

Microsoft Excel

Microsoft Teams

Microsoft Planner

OneDrive

RingCentral

Filevine experience

Job description

Salary: $80K - $90K (more based on experience)

Job Description/Qualifications:

Organization & Time Management

• Maintain the executive's calendar and daily schedule.
• Organize priorities, deadlines, and ongoing projects.
• Keep task lists current and ensure priorities remain organized.
• Prepare daily and weekly action lists.
• Maintain organized digital files and documents.

Execution & Follow Through

• Track assignments and deadlines.
• Follow up with employees, vendors, and business partners to ensure commitments are completed.
• Remind the executive of important deadlines and outstanding items.
• Ensure projects continue moving without constant reminders.
• Help prevent important tasks from falling through the cracks.

Executive Support

• Coordinate meetings and appointments.
• Prepare meeting agendas and organize supporting materials.
• Take meeting notes and track action items.
• Draft emails and other professional correspondence.
• Coordinate travel arrangements when needed.
• Assist with research and special projects.

Communication

• Act on behalf of the executive by communicating assignments, requests, and follow up items to employees, clients, vendors, and business partners.
• Coordinate with team members to ensure requested tasks are completed accurately and on time.
• Follow up on outstanding requests until they are resolved or completed.
• Provide regular status updates so the executive always knows where projects stand.
• Serve as a professional point of contact for internal and external communications.
• Handle confidential information with professionalism and discretion.

Qualifications

• Minimum 3 years supporting an executive, business owner, or senior leader.
• Exceptional organizational skills.
• Outstanding time management.
• Excellent written and verbal communication.
• Strong attention to detail.
• Excellent follow through.
• Ability to manage multiple priorities in a fast paced environment.
• Professional, dependable, and trustworthy.

Preferred Skills

• Microsoft Outlook
• Microsoft Word
• Microsoft Excel
• Microsoft Teams
• Microsoft Planner
• OneDrive
• RingCentral
• Filevine experience is a plus but not required.

The Ideal Candidate

• You are naturally organized and enjoy bringing structure to busy environments.
• You take ownership of your work, follow through on commitments, and don't need constant reminders to complete tasks.
• You enjoy keeping projects moving, staying ahead of deadlines, and helping others become more productive.
• You are dependable, resourceful, and take pride in making sure nothing important is overlooked.