Executive Assistant and Team Supervisor

Career Group; San Francisco (CA); Hybrid; USD 155,000 - 175,000; Full time

Job summary

An established industry player is seeking a skilled Executive Assistant and Team Supervisor to enhance operations in its vibrant San Francisco office. This role is crucial for managing day-to-day activities, mentoring staff, and ensuring smooth workflows across departments. The ideal candidate will possess a strong background in corporate or litigation practice support, combined with exceptional leadership skills. If you thrive in a dynamic environment and are passionate about driving efficiency, this opportunity to contribute to the firm's success is perfect for you. Join a prestigious law firm that values growth and innovation!

Qualifications

• 3-5 years of Executive Assistant experience in a global law firm.
• Strong organizational skills with excellent attention to detail.

Responsibilities

• Manage complex travel arrangements and calendars for Senior Executives.
• Hire, train, and supervise administrative staff, ensuring team collaboration.

Skills

Organizational Skills

Time Management

Verbal Communication

Written Communication

Problem-Solving

Team Collaboration

Education

Associate’s or Bachelor’s degree

Tools

Microsoft Office Suite

Legal Practice Management Software

Job description

A prestigious law firm with a growth-oriented vision and a strong global presence is seeking an Executive Assistant and Team Supervisor to join their San Francisco office. This pivotal role will oversee the day-to-day operations of the firm, manage and mentor staff, and ensure seamless workflow across departments while providing critical Executive Assistant support. The ideal candidate will have a solid background in corporate or litigation practice support, exceptional leadership abilities, and a passion for driving efficiency and contributing to the continued success of the firm in a dynamic, fast-paced environment.

***In-office with some flexibility for remote work days each month, located in San Francisco, CA.

Responsibilities

• Manage complex travel arrangements and calendars for 2–3 Senior-level Executives, including coordinating client meetings and preparing necessary documentation.
• Serve as the primary point of contact for clients and their support staff, ensuring confident and professional communication.
• Draft, edit, and proofread documents and correspondence with a focus on accuracy, presentation, and attention to detail.
• Track and upload engagement letters and emails to ensure compliance and assist with billing by preparing and editing client invoices.
• Manage expense submissions and billing processes, ensuring timely and accurate completion.
• Maintain and update client contact information to support outreach initiatives and business development efforts.
• Assist in creating marketing materials, client presentations, and pitches, contributing to business development strategies.
• Support team objectives by collaborating with colleagues, sharing updates, and providing coverage as needed.
• Work flexibly, supporting tasks outside of core hours to meet deadlines or assist with client events, ensuring smooth execution and communication.
• Hire, train, and supervise administrative staff, including legal assistants, paralegals, and receptionists.
• Assign tasks, delegate work, and monitor performance.
• Conduct performance evaluations, provide feedback, and address employee concerns.
• Resolve conflicts and ensure efficient team collaboration.
• Manage daily office operations, including scheduling appointments, meetings, and court appearances.
• Oversee document management systems, ensuring accurate file organization and compliance with legal standards.
• Coordinate office supplies, equipment maintenance, and monitor office budgets.
• Implement and maintain efficient administrative processes and workflows to optimize productivity and meet deadlines.
• Ensure adherence to firm policies, ethical standards, and legal compliance, including managing client intake and maintaining client records.
• Communicate effectively with attorneys, staff, clients, external vendors, and coordinate with various departments for smooth operations.

Requirements

• Associate’s or Bachelor’s degree required.
• 3-5 years of Executive Assistant experience within a global law firm, with corporate law or litigation support experience.
• Strong organizational and time management skills with excellent attention to detail.
• Exceptional verbal and written communication skills, with the ability to interact at all levels.
• Ability to prioritize tasks and meet deadlines in a fast-paced environment.
• Proficient in Microsoft Office Suite (Word, PowerPoint, Outlook, and Excel).
• Knowledge of legal terminology, procedures, and legal practice management software.
• Ability to handle sensitive and confidential information with discretion.
• Independent problem-solver with strong prioritization and decision-making skills.
• Collaborative team player with a flexible and proactive mindset, adaptable to change.

$155,000 – $175,000 base salary range with comprehensive benefits and comp package.

We will consider qualified candidates with criminal histories in a manner consistent with the requirements of the San Francisco Fair Chance Ordinance.

Seniority level

Mid-Senior level

Employment type

Full-time

Job function

Administrative

Industries

Law Practice