Executive Assistant

Debevoise & Plimpton; San Francisco (CA); Hybrid; USD 90,000 - 130,000; Full time

Job summary

Debevoise & Plimpton LLP in San Francisco seeks an Executive Assistant to provide senior-level support to two to four Partners and several Lawyers. The role combines client service with business development and project management in a fast-paced, team-oriented setting.

Hybrid work requires in-office attendance four days per week with one remote day. The ideal candidate will excel in calendar management, travel coordination, communications, and CRM usage to support client-facing activities and

Qualifications

• At least three years of executive-level assistant experience in a law firm or professional services.
• Excellent client service and ability to work in a fast-paced environment.
• Excellent knowledge of Microsoft Outlook, Word, PowerPoint and Excel and CRM experience.
• Strong project management and analytical skills.
• Strong presentation and writing abilities.
• Interpersonal skills to interact credibly with all levels and clients.

Responsibilities

• Proactively support Partners/Lawyers’ client, practice and business development activities and outreach.
• Provide administrative support to two to four Partners and several Lawyers (Counsels and Associates).
• Participate in fostering a culture that is team-oriented and committed to the highest levels of client service and professional excellence.
• Understand business development and client priorities of each supported Partner/Lawyer.
• Maintain and update current list of contacts and business activities in CRM/Interaction database.
• Keep track of clients and other contacts and proactively schedule calls and meetings.
• Build relationships with clients and client assistants.
• Execute follow up calls with clients and coordinate client entertainment.
• Assist with meetings materials and research in support of business development.
• Manage complex calendars and coordinate scheduling across supported attorneys.
• Coordinate travel arrangements and itineraries.
• Process and submit expense reimbursements; track timesheets.
• Assist with client files and matter materials; handle communications.
• Provide backup to other EAs; draft and edit correspondence.
• Coordinate with Finance, IT, Facilities, Conflicts to support attorney needs.

Skills

Client service

CRM system

Project management

Analytical skills

Presentation skills

Written communication

Education

Bachelor's degree

Tools

Microsoft Outlook

Microsoft Word

PowerPoint

Excel

CRM

Job description

Debevoise & Plimpton LLP is a premier law firm with market-leading practices, a global perspective and strong New York roots. Our clients look to us to bring a distinctively high degree of quality, intensity and creativity to resolve legal challenges effectively and cost efficiently. We believe in hiring talented and dedicated individuals as members of our administrative community. We draw on the strength of our culture and structure to deliver the best of our firm to our lawyers and clients through true collaboration.

The firm is seeking a full-time Executive Assistant who will provide senior-level support to two to four Partners and will be the point person for several other Lawyers (Counsels and Associates). The role is based in San Francisco, CA and will report to the Office Manager. The ideal candidate will be a motivated individual with a client service mindset who is eager to use business development and project management skills in a fast-paced, collaborative and team-oriented environment.

This role is hybrid requiring in-office attendance four days per week, with one remote day per week.

Responsibilities include but are not limited to:

• Proactively support Partners/Lawyers’ client, practice and business development activities and outreach.
• Provide administrative support to two to four Partners and several Lawyers (Counsels and Associates).
• Participate in fostering a culture that is team-oriented and committed to the highest levels of client service and professional excellence.

Business Development/Client Impact:

• Understand business development and client priorities of each supported Partner/Lawyer.
• Maintain and update current list of contacts and business activities in CRM/Interaction database.
• Keep track of clients and other contacts and proactively work with Partners/Lawyers to schedule calls and meetings with them.
• Build relationship with clients and client assistants.
• Execute requested follow up calls with clients.
• Schedule client entertainment and assist with local event management.
• Assist with preparing materials for use in meetings, pitches and proposals.
• Undertake research in support of Partners/Lawyers’ business development as directed.

Administrative Support:

• Manage complex calendars and coordinate scheduling across supported attorneys.
• Coordinate all travel arrangements including flights, hotels, ground transportation and itineraries.
• Process and submit expense reimbursements accurately and in a timely manner.
• Track and follow up on timesheet submissions for supported attorneys.
• Assist with preparation and organization of client files and matter materials.
• Handle incoming and outgoing communications, including calls, mail and courier coordination.
• Provide backup support to other Executive Assistants during high-volume periods. Draft, proofread and edit correspondence, memos and other documents.
• Coordinate with internal departments (Finance, IT, Facilities, Conflicts) to facilitate attorney needs.

Requirements:

• A minimum of three years of relevant experience as an executive-level assistant in a law firm, professional services firm or other corporate environment.
• A great sense of client service and comfortable working in a high pace environment.
• Excellent knowledge of Microsoft Outlook, Word, PowerPoint and Excel and experience with CRM system.
• Excellent project management and analytical skills.
• Strong presentation and writing.
• Interpersonal skills and the ability to interact credibly, diplomatically and effectively with all levels within the firm and with clients.

Preferred Qualifications:

• Bachelor’s Degree preferred.
• Law firm or corporate environment experience a plus.
• Excellent attendance, punctuality, and ability to work overtime.
• Ability to function under pressure.
• Knowledge of Interaction is a +.
• Detail oriented with strong day to day organizational skills.

Debevoise & Plimpton LLP is an equal opportunity employer. All qualified applicants will receive equal consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, status as a protected veteran or any other legally protected category in accordance with U.S. law.