Executive Assistant

AGG Legal Staffing; Los Angeles (CA); On-site; USD 60,000 - 100,000; Full time

Job summary

An esteemed law firm is seeking a highly organized Executive Assistant to support its Co-Chair. This pivotal role involves managing complex schedules, coordinating travel, and ensuring smooth operations at the highest levels of leadership. The ideal candidate will thrive in a fast-paced environment, demonstrating exceptional organizational skills and discretion. With a focus on professionalism and proactive solutions, this opportunity offers a chance to contribute significantly to a prestigious firm. If you are ready to take on a dynamic role that impacts the firm's success, this position is perfect for you.

Qualifications

• 5+ years of experience as an Executive Assistant in a legal environment.
• Exceptional skills in calendar management and travel coordination.
• Strong proficiency in Microsoft Office and legal document formatting.

Responsibilities

• Provide confidential administrative support to the Co-Chair.
• Manage complex scheduling and travel arrangements.
• Coordinate high-level meetings and prepare presentation materials.

Skills

Calendar Management

Travel Coordination

Microsoft Office Suite

Document Handling

Communication Skills

Organizational Skills

Discretion

Multitasking

Education

Bachelor’s degree in Business Administration

Certification in Legal Studies

Tools

Microsoft Word

Microsoft Excel

Microsoft Outlook

Microsoft PowerPoint

Adobe Acrobat

Litera Change Pro

Job description

LAW FIRM EXPERIENCE IS REQUIRED

Executive Assistant to Co-Chair

Location: Los Angeles, CA

Type: Full-Time | Onsite

Los Angeles office of a prestigious and national law firm is seeking a dynamic and highly organized Executive Assistant to support the Firm’s Co-Chair. This position plays a critical role in ensuring seamless day-to-day operations and coordination at the highest levels of firm leadership.

Position Overview:

As the Executive Assistant to the Co-Chair, you will manage a variety of administrative functions, including complex scheduling across time zones, travel coordination, meeting preparation, document handling, and communication with internal and external stakeholders. The ideal candidate is polished, proactive, discreet, and thrives in a high-performance environment.

Key Responsibilities:

Executive Support:

• Provide dedicated, confidential administrative support to the Co-Chair of the firm.
• Manage and maintain dynamic calendars, appointments, and travel arrangements across multiple time zones.
• Coordinate and support high-level meetings, including distributing agendas, preparing presentation materials, and transcribing meeting minutes.
• Respond swiftly and effectively to shifting schedules and time-sensitive priorities.
• Serve as the liaison between the Co-Chair and senior firm leadership, department chairs, and external contacts.
• Ensure follow-through on outstanding items and maintain a proactive approach to task management.

Legal Administrative Support:

• Handle incoming and outgoing calls, correspondence, and scheduling on behalf of the Co-Chair and legal team.
• Prepare and edit complex legal documents, presentations, and reports using Microsoft Office Suite, Adobe Acrobat, and Litera Change Pro.
• Proofread documents for accuracy, formatting, and grammar; manage document redlining and version control.
• Coordinate and maintain electronic and physical filing systems.
• Open new client matters, prepare engagement letters, and assist with compliance requirements.
• Manage time entry, billing, pre-bills, and expense reports through the firm's internal systems.
• Organize travel reimbursements, vendor invoices, and other administrative expenses.

Qualifications:

Required:

• Minimum of 5 years of experience as an Executive Assistant, preferably within a legal or professional services environment
• Exceptional calendar management and travel coordination skills
• Proficient in Microsoft Office (Word, Excel, Outlook, PowerPoint) and legal document formatting software
• Strong organizational and time management skills with the ability to handle confidential information with discretion
• Excellent written and verbal communication skills
• Ability to multitask in a fast-paced, deadline-driven environment
• High level of professionalism and a proactive, solution-oriented mindset

Preferred:

• Familiarity with legal billing systems, document management systems, and working with law firm leadership
• Bachelor’s degree or relevant certification in Business Administration, Legal Studies, or related field