Executive Assistant Hybrid

Mission Recruiting; Palo Alto (CA); Hybrid; USD 95,000 - 110,000; Full time

Job summary

An established industry player is looking for a proactive Executive Assistant to support its dynamic team in Palo Alto. This role offers a hybrid work schedule, allowing you to balance your professional and personal life effectively. As the Executive Assistant, you will handle a variety of administrative functions, manage resources, and ensure smooth operations within the firm. Your strong interpersonal and communication skills will be essential in maintaining workflows and supporting attorneys in their daily tasks. If you thrive in a fast-paced environment and enjoy taking on diverse responsibilities, this opportunity is perfect for you.

Qualifications

• Proficient in Microsoft Office Suite and ability to learn new software quickly.
• Strong communication skills and attention to detail are essential.

Responsibilities

• Manage attorney calendars, expense reports, and client communications.
• Assist in business development and ensure accurate billing processes.

Skills

Interpersonal Skills

Communication Skills

Attention to Detail

Flexibility

Confidentiality

Education

High School Diploma or Equivalent

3+ Years of Office Experience

Tools

Microsoft Word

Microsoft Outlook

Microsoft Excel

Microsoft PowerPoint

Job description

We are seeking an Executive Assistant to join our firm. This position will be based in our Palo Alto office with a hybrid work schedule. The Executive Assistant will support partners, counsel, associates, and staff attorneys by handling a variety of administrative functions and managing resources efficiently.

Key Responsibilities:

• Answer, screen, and place phone calls; open and route mail as directed.
• Maintain attorney calendars, time records, and files, ensuring they are organized and up-to-date.
• Process attorney expense reports and manage email communication (with permission) by organizing and prioritizing messages.
• Prepare engagement letters and new client/matter memos, and assist with the new business process.
• Track and update client/matter lists, focusing on billing and new business.
• Manage document preparation, including creating and redlining PDFs, conversions, and ensuring quality control.
• Work with Client Accounting to ensure accurate and timely billing.
• Assist in business development efforts, including entering activities, maintaining contacts, and assembling mailing lists.
• Support attorneys in utilizing applications such as Excel and PowerPoint.
• Research and arrange complex travel itineraries, including visa requirements.
• Process check requests for vendor invoices.
• Delegate work to other departments, ensuring completion and accuracy.
• Assist with attorneys’ personal work as needed.
• Ensure the proper functioning of software and hardware, in collaboration with tech support staff.
• Perform additional support tasks, including printing, scanning, and delivering packages, when needed.
• Manage special projects as assigned, ensuring they meet professional standards.
• Demonstrate effective communication and interpersonal skills to maintain smooth workflows with others.

Qualifications:

• Proficient in office software programs (Word, Outlook, Excel, PowerPoint) and the ability to learn new software quickly.
• Strong interpersonal and communication skills, both verbal and written.
• High attention to detail and ability to prioritize multiple tasks effectively.
• Flexibility and willingness to take on a variety of responsibilities beyond routine tasks.
• Ability to work independently and collaboratively within a team.
• Ability to handle sensitive matters with confidentiality and professionalism.
• Comfortable working in a fast-paced, demanding environment and managing shifting priorities.
• Able to work in the office at least four days per week to perform administrative functions, maintain physical files, and support clients.
• Physical exertion may include sitting for extended periods, repetitive hand use, and lifting/carrying up to 10 pounds.

Education & Experience:

• High school diploma or equivalent.
• A minimum of three years of experience in an office environment, or a comparable combination of education and experience.

Compensation:
$95,000-$110,000 per year