Executive Assistant

Greenberg Gross LLP; Costa Mesa (CA); On-site; USD 70,000 - 100,000; Full time

Benefits offered by this job

Medical, dental, and vision coverage

Retirement plan options

Paid time off

Job summary

Greenberg Gross LLP is seeking an organized Executive Assistant to support the Executive Director and Administrative Director across the firm's day-to-day leadership operations. You will manage calendars, coordinate travel, draft correspondence, and act as a liaison across multiple offices.

Ideal candidates have 3+ years in a similar role, demonstrate discretion, possess excellent communication, and hold or be near a Bachelor's degree. Proficiency in Microsoft Office is essential.

Qualifications

• 3+ years of experience as an Executive Assistant or similar role supporting senior leadership.
• Excellent written and verbal communication skills.
• Strong proficiency with Microsoft Office and calendar management.
• High discretion handling confidential information.
• Bachelor's degree preferred, though equivalent professional experience will be considered.

Responsibilities

• Manage complex, shifting calendars across time zones and offices.
• Coordinate travel arrangements, including flights, lodging, and ground transport.
• Draft, proofread, and manage email correspondence when appropriate.
• Screen and prioritize incoming calls, emails, and requests.
• Prepare agendas, materials, and briefing documents for leadership meetings.

Skills

Calendar management

Communication

Discretion

Organization

Education

Bachelor's degree preferred

Tools

Microsoft Office

Outlook

Calendar tools

Job description

About

Greenberg Gross LLP is a plaintiff-side trial law firm with offices across California, Nevada, New York, New Jersey, Illinois, Pennsylvania, and Massachusetts. We are looking for a highly organized, discreet, and resourceful Executive Assistant to support our Executive Director and Administrative Director across the firm's day-to-day leadership operations.

Key Responsibilities

• Manage complex, shifting calendars, coordinating meetings across time zones, and offices
• Maintain a list of deadlines
• Anticipate scheduling conflicts and proactively resolve them
• Coordinate travel arrangements, including flights, lodging, and ground transportation for multi-office visits
• Draft, proofread, and manage email correspondence when appropriate
• Screen and prioritize incoming calls, emails, and requests
• Serve as a liaison between the executives, internal staff, partners, and external contacts and vendors
• Prepare agendas, materials, and briefing documents for leadership meetings, partner meetings, and firm-wide events
• Take and distribute meeting notes and track follow-up action items
• Assist with tracking and organizing firm projects and initiatives across departments
• Prepare, format, and proofread reports, presentations, and policy documents
• Maintain organized digital and physical filing systems for sensitive documents
• Assist with cross-office initiatives, tracking deadlines and deliverables across departments
• Help coordinate onboarding logistics for new hires or new office openings
• Support special projects as assigned, which may span HR, operations, compliance, finance, or firm administration
• Any other tasks as assigned

Required Qualifications

• 3+ years of experience as an Executive Assistant, Senior Administrative Assistant, or similar role supporting senior leadership, ideally within a law firm or professional services environment
• Excellent written and verbal communication skills
• Strong proficiency with Microsoft Office (Outlook, Word, Excel, PowerPoint) and calendar management tools
• Exceptional organizational skills and the ability to manage multiple priorities under deadline pressure
• High degree of discretion and sound judgment when handling confidential information
• Bachelor's degree preferred, though equivalent professional experience will be considered

Preferred

• Experience supporting leadership across multiple office locations or multi-state operations
• Familiarity with legal industry tools such as iManage, Clio, or Litify/Salesforce
• Prior exposure to HR, payroll, or firm administration functions

Core Competencies

• Reliability and follow-through on commitments
• Ability to work independently while staying closely aligned with two executives' priorities
• Comfort navigating ambiguity and shifting demands
• A calm, professional demeanor under pressure
• Strong interpersonal skills with staff at all levels of the firm

Physical Requirements

• Ability to work at a desk and use a computer for extended periods

Compensation and Benefits

Salary is commensurate with experience. Greenberg Gross LLP offers a comprehensive benefits package including medical, dental, and vision coverage, retirement plan options, and paid time off.

Responses will be given to candidates who closely meet our qualifications. EOE M/F/D/V.