Executive Assistant

Innovative Driven; San Francisco (CA); Hybrid; USD 65,000 - 90,000; Full time

Job summary

Innovative Driven in San Francisco, CA seeks an Executive Assistant to provide senior-level support to partners and attorneys in a prestigious global law firm client. The role is hybrid (four days on-site, one remote) and full-time, 35 hours per week with OT over 35 hours.

Responsibilities include managing calendars, travel, meetings, client communications, and collaboration with Finance, IT, and Facilities.

Qualifications

• Minimum of three years executive-level assistant experience in a law firm, professional services firm or other corporate environment.
• Bachelor’s Degree preferred.
• Excellent knowledge of Microsoft Outlook, Word, PowerPoint and Excel and experience with CRM system.
• Law firm or corporate environment experience.
• Excellent project management and analytical skills.

Responsibilities

• Provide proactive c-level administrative support to a busy legal team.
• Facilitate a team-oriented commitment to the highest levels of client service and professional excellence.
• Demonstrate an understanding of the business development and client priorities of the team.
• Maintain and update current list of contacts and business activities in the firm's database.
• Proactively and efficiently schedule calls and meetings, executing calls as needed.
• Build relationship with clients and client assistants.
• 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 business development as directed.
• 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 swiftly.
• 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 and mail.
• 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) as needed.

Skills

Executive support

CRM

MS Office

Calendar management

Travel planning

Client relations

Event planning

Project management

Analytical skills

Communication

Education

Bachelor’s degree

Tools

CRM system

Microsoft Outlook

Microsoft Word

PowerPoint

Excel

Job description

Innovative Driven is currently seeking a dynamic Executive Assistant to become an integral member of a top ranked team at one of our prestigious global law firm clients! This position is a tremendous opportunity to provide senior-level support to several partners and attorneys at the firm's busy and beautiful office in San Francisco, CA.

This role is hybrid, with four days per week, with one remote day per week. It is a full-time, 35 hour workweek. (OT starts at 35 hours)

RESPONSIBLITIES:

• Provide proactive c-level administrative support to a busy legal team
• Facilitate a team-oriented committment to the highest levels of client service and professional excellence.
• Demonstrate an understanding of the business development and client priorities of the team
• Maintain and update current list of contacts and business activities in the firm's database.
• Proactively and efficiently schedule calls and meetings, executing calls as needed
• Build relationship with clients and client assistants
• 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 business development as directed.
• 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 swiftly
• 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 and mail
• 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) as needed

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.
• Bachelor’s Degree preferred.
• Excellent knowledge of Microsoft Outlook, Word, PowerPoint and Excel and experience with CRM system.
• Law firm or corporate environment experience
• Excellent project management and analytical skills.