Executive Assistant

Paul Hastings; United States; On-site; USD 126,000 - 182,000; Full time

Benefits offered by this job

Medical Insurance

Dental Insurance

Vision Insurance

Life Insurance

Disability Insurance

401(k) Plan

Paid Holidays

Paid Time Off

Job summary

Paul Hastings in Washington, DC seeks an Executive Assistant to support a senior partner. The role involves managing a busy calendar, coordinating international travel, and drafting correspondence for high-stakes corporate cases.

The ideal candidate has 10+ years of EA experience, exceptional communication skills, and the ability to maintain strict confidentiality. The position requires strong Microsoft Office proficiency, discretion, and the capacity to work overtime in a dynamic, prestigious

Qualifications

• 10+ years of Executive Assistant experience supporting a senior-level executive.
• Ability to manage busy calendars and travel planning for high-profile partners.
• Excellent written and verbal communication skills.
• Extremely discreet with sensitive information and confidentiality.
• Proficient in Microsoft Office and professional communication with clients and attorneys.

Responsibilities

• Manage the partner's calendar and coordinate all business travel.
• Monitor partner’s email for meetings and calendar events.
• Draft correspondence and coordinate with the partner’s team and clients.
• Support billing, matter management, and client presentations.
• Coordinate with internal departments and international offices as needed.
• Assist with speaking engagements and business development activities.

Skills

Calendar management

Travel coordination

Communication skills

Discretion & confidentiality

Attention to detail

Time management

Tools

Microsoft Office

Job description

Paul Hastings is a leading international law firm that provides innovative legal solutions to many of the world’s top financial institutions and Fortune Global 500 companies. With a strong presence throughout the U.S., Asia, Europe, Latin America, and the Middle East, we have the global reach and extensive capabilities to provide personalized service wherever our clients’ needs take us. As one of the world’s leading law firms, we seek dynamic individuals who share our commitment to service, innovation, and professional growth.

Job Title

Executive Assistant

Location

Washington, D.C.

Regular/Temporary

Regular

Job Description Summary

We have an opening for an Executive Assistant in our Washington, DC office.

The Executive Assistant will support one of the firm’s top performing partners located in Washington, D.C. This is an exciting opportunity to manage the professional responsibilities of a partner who is actively involved in high-stakes corporate cases.The ideal candidate will be a motivated, intelligent person who would like to play a key role in a dynamic and prestigious law firm.

Job Description

In this capacity, the Executive Assistant will:

• Manage busy professional calendar for very busy partner and practice group chair, including coordinating all business travel planning;
• Monitor closely partner’s email for meetings to schedule and events to calendar;
• Ensure partner is always prepared for meetings;
• Keep partner aware of key case and administrative issues in a timely manner; liaise with attorneys, consultants and clients as needed;
• Draft correspondence, coordinate with members of Partner’s team, manage internal and external communications for the partner;
• Maintain a consistent physical presence in the Washington, DC office required to facilitate an interactive and collaborative environment ensuring that assignments, cross-training, and peer level support are optimized to provide seamless support;
• Manage the legal and administrative practices of attorneys and facilitate service levels that meet client requirements;
• Coordinate administrative functions and facilitate completion of tasks including such as finance/billing-related tasks, ensuring timely time and expense entry, opening of new matters, client presentations, meetings, and other administrative projects as assigned;
• Prepare and finalize engagement letters for clients;
• Run conflict checks of potential new clients;
• Coordinate with and delegate to Firm resources including Document Processing Services, Williams Lea, or similar departments in international offices in the handling of tasks and projects;
• Coordinate support through the Finance Department including editing and reviewing client bills, correct time entry, and promote time entry best practices;
• Review and support the client billing process to include proofreading, application of task codes and matter management skills, coinciding math aptitude and skills to support rates, rate changes, write-offs, preparation of expense reporting and audits as required, maintenance and consistency with billing protocols, and other accounting functions;
• Assist with coordinating Partner’s speaking engagements and business development activities;
• Ensure continued legal education is reported and logged with various bars and professional organizations;
• Work individually and in a team environment to provide support to timekeepers and ensure business continuity;
• Build credibility, establish rapport and maintain communication with all clients and internal employees;
• Work overtime as required; and
• Demonstrate adaptability, flexibility, initiative, and innovation in handling a wide variety of additional projects as required.

Proficiencies:

• Excellent judgment, maintain a flexible and positive attitude in a highly demanding environment;
• Outstanding written and oral communication skills; and
• Proficient in Microsoft Office.

Qualifications:

• 10+ years of Executive Assistant experience supporting a senior-level executive;
• Be promptly responsive to calls, emails, and texts from partner;
• Ability to perform accurately when handling multiple time sensitive matters;
• Ability to work independently, efficiently, make good decisions, anticipate what actions need to be taken and determine what solutions should be implemented;
• Be an energetic and proactive problem solver;
• Extremely discreet; and
• Maintain strict confidentiality of sensitive information, ensuring compliance with organizational policies and regulatory standards.

The salary wage range for Washington, D.C. that we expect to pay for this position is a minimum of $125,800 and a maximum of $182,450 annually. The actual pay wage may vary based on experience or other relevant factors.

Employees will be provided with an excellent career opportunity in a collaborative environment, in addition to a generous total compensation package with the opportunity to earn bonuses based on individual contribution and firm profitability.

Eligible employees can participate in the Firm’s comprehensive benefits program, which include the following:

• Medical, Dental, Vision, Life/AD&D, Long Term Care, and Short- and Long-Term Disability
• Flexible Spending Accounts and Health Savings Account
• Healthcare Concierge and Advocacy
• Lifestyle Spending Account
• Voluntary 401(k) Plan and Profit Sharing
• 10 Paid Holidays per year and a generous PTO Program
• Family Support including Paid Parental Leave, Fertility Benefits, Breast Milk Shipping, Back-up Child Care, Elder Care, and Tutoring
• Wellbeing programs (Employee Assistance Program, Relationship Support, Mental Health, Menopause and Midlife Health and Well-Being Events)
• Retirement Plan Consulting
• Anniversary Bonus Program
• Professional Development Programs
• Transportation and Commuter Benefits
• International Travel Insurance
• Critical Illness, Hospital Indemnity and Accident Insurance
• Auto/Home/Pet Insurance
• Prepaid Legal Insurance
• Employee Discounts
• And More!

The Firm fosters an open and inclusive work environment that enables us to provide clients with the innovative thinking of teams rich in talent, experience and creativity. We regular ly host programs intended to increase cultural competencies and address key topics related to community, opportunity and inclusion. Learn more about our Global Inclusion initiatives here: Global Inclusion

Paul Hastings is an equal opportunity employer. Pursuant to applicable local law, we will consider qualified applicants with criminal histories in a manner consistent with the requirements of the relevant fair chance ordinance.