Executive Assistant

Paul Hastings; Washington (District of Columbia); On-site; USD 125,800 - 182,450; Full time

Benefits offered by this job

Medical, Dental, Vision insurance

Flexible Spending Accounts

401(k) Plan with Profit Sharing

Generous Paid Time Off and Holidays

Professional Development Programs

Job summary

Paul Hastings, located in Washington, D.C., seeks an Executive Assistant to support a top-performing partner. The role involves managing calendars, drafting correspondence, and handling billing and administrative tasks. Candidates should have over 10 years of experience assisting senior executives and be proactive problem solvers. The salary range for this position is between $125,800 and $182,450 annually, depending on experience. Comprehensive benefits are included.

Qualifications

• 10+ years of Executive Assistant experience supporting a senior-level executive.
• Prompt responsiveness to communication from the partner.
• Ability to perform accurately under time-sensitive conditions.

Responsibilities

• Manage busy professional calendar for the partner.
• Draft correspondence and manage internal communications.
• Coordinate administrative functions to support billing and finance tasks.

Skills

Judgment

Communication skills

Microsoft Office proficiency

Job description

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 and is involved in high-stakes corporate cases. The ideal candidate will be motivated, intelligent, and play a key role in a dynamic and prestigious law firm.

Job Description

• Manage busy professional calendar for a partner and practice group chair, including coordinating all business travel planning.
• Monitor 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 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.
• 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.
• 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.
• Maintain strict confidentiality of sensitive information, ensuring compliance with organizational policies and regulatory standards.

Salary

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.

Benefits

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!

Equal Opportunity Employer Statement

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.