Executive Assistant

Baker & McKenzie Rechtsanwaltsgesellschaft mbH; San Francisco (CA); On-site; USD 100,000 - 125,000; Full time

Benefits offered by this job

Medical benefits

401(k) plan

Bonus eligible

Job summary

Baker McKenzie Rechtsanwaltsgesellschaft mbH in San Francisco is seeking an Executive Assistant to provide essential secretarial and administrative support to attorneys. You will draft documents, manage calendars, organize complex travel, and maintain presentations with high accuracy.

The role requires substantial legal secretarial experience, strong English communication, and the ability to work independently while meeting tight deadlines.

Qualifications

• High School Diploma or equivalent; secretarial degree preferred.
• Extensive legal secretarial experience in a professional services environment.
• Intermediate knowledge of Word, Excel, and PowerPoint.
• Familiarity with office systems such as Intapp Time/Open.
• Capability to type, file, lift up to 25 lbs, and work to deadlines.
• Independent prioritization and strong written/verbal English.

Responsibilities

• Prepare attorneys' correspondence and legal documents on request.
• Draft information on behalf of the timekeeper with minimal direction.
• Manage attorneys' calendars and schedule complex activities.
• Organize travel, meetings, and seminars efficiently.
• Update and proof visual presentations and materials.
• Handle large volumes of email and phone calls, prioritizing workload.
• Respond to information requests and maintain records.
• Proofread memos, charts, graphs, and business plans for accuracy.
• Support practice groups and foster teamwork across the office.
• Share information and expertise with staff at all levels.

Skills

Legal secretarial experience

Calendar management

Travel scheduling

Drafting documents

Communication skills

Education

High School Diploma or equivalent

Secretarial Degree preferred

Tools

Word

Excel

PowerPoint

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

Additional Information

Baker McKenzie is an Equal Opportunity Employer. We are committed to promoting diversity and inclusion for all. Our unique international culture is reflected in the drawing together of a worldwide family of individuals from diverse cultures and backgrounds in all of our offices. We encourage the best people - regardless of race, religion or belief if any, gender, gender identity, disability, sexual orientation or age - to fulfill their professional aspirations with us. We are committed to ensuring an inclusive and accessible experience for all candidates. Should candidates require any reasonable adjustments and/or accommodations when applying to or interviewing with our Firm, please notify [e-mail]

Pay Transparency

• This position is bonus eligible and includes benefits such as medical, dental, vision, and 401(k) based on number of hours worked.
• The US base compensation for this position is expected to be $100,000 to $125,000 (annually or hourly) if located in an office in the state of California. Within the range, individual pay is determined by work location and additional factors, including job-related skills, experience, and relevant education or training. Your recruiter can share more about the specific salary range for your preferred location during the hiring process.
• California notice:Background checks for applicants will be administered in accordance with applicable law, and qualified applicants with arrest or conviction records will be considered for employment consistent with those laws, including the San Francisco Fair Chance Ordinance, the Los Angeles County Fair Chance Ordinance for Employers, and the California Fair Chance Act, for US-based candidates.