Executive Assistant

Baker McKenzie; San Francisco (CA); On-site; USD 65,000 - 90,000; Full time

Job summary

Baker McKenzie in San Francisco is seeking an Executive Assistant to provide secretarial and administrative support to attorneys, preparing correspondence and legal documents, managing calendars, scheduling complex meetings, travel, and seminars, and handling diverse office duties.

The role requires strong English communication, proficiency in Word, Excel and PowerPoint, familiarity with legal office systems (Intapp Time/Open), and the ability to work independently while collaborating with

Qualifications

• High school diploma or equivalent; secretarial degree preferred.
• Extensive legal secretarial experience in a professional services environment.
• Proficiency with Word, Excel, and PowerPoint.
• Knowledge of legal office systems (Intapp Time/Open).
• Able to type accurately and handle heavy typing, filing, and multitasking.
• Strong English written and verbal communication skills.

Responsibilities

• Prepare attorneys' correspondence and other legal documents.
• Draft information on behalf of timekeepers with minimal direction.
• Manage attorneys' calendars.
• Schedule meetings, travel, and seminars; coordinate complex activities.
• Update and proof visual presentations.
• Organize and prioritize large volumes of email and phone calls.
• Respond to information requests.
• Type memos, charts, graphs, and business plans; proofread for spelling and grammar.
• Assist practice groups and foster team spirit.
• Share information and expertise with staff at all levels.

Skills

Legal secretarial experience

Microsoft Word

Excel proficiency

PowerPoint proficiency

Intapp Time

Intapp Open

Excellent English communication

Multitasking

Education

High School Diploma

Secretarial degree preferred

Tools

Intapp Time

Intapp Open

Job description

The Executive Assistant will provide secretarial and administrative support as required

Main responsibilities:

• Prepare attorneys' correspondence, and other legal documents as requested


• Ability to appropriately draft information on behalf of the timekeeper with little or no direction


• Manage attorneys' calendars


• Schedule and organize complex activities such as meetings, travel, and seminars


• Update and proof visual presentations


• Organize and prioritize large volumes of email and phone calls


• Respond to regularly occurring requests for information


• Type general correspondences, memos, charts, tables, graphs, business plans, etc. Proofread copy for spelling and grammar making appropriate changes


• Volunteers to assist others in practice groups and office. Works harmoniously in a team environment and fosters team spirit


• Share information and expertise readily with staff members at all levels

Skills and experience:

• High School Diploma or equivalent; secretarial Degree preferred


• A large amount of legal secretarial experience; work experience in a legal or professional services environment


• A minimum of Intermediate knowledge of Word, Excel, and PowerPoint


• Intermediate knowledge of office systems (i.e., Intapp Time, Intapp Open, etc.)


• Very able to complete fine hand manipulation (heavy typing, dialing, filing); sitting/standing/walking/stooping; ability to lift to 25 lbs


• Can work independently prioritizing work and meeting deadlines


• Knowledge of marketing resources and relevant materials


• Excellent English verbal and written communication skills


• Actively pursues opportunities for self-development/collaboration


• Understands Firm structure and available resources


• Looks for ways to improve processes and/or procedures


• Some analytical ability is required to find solutions to various administrative problems and prioritize workloads