Executive Assistant Project Coordinator

Paragon Forensics; Laguna Hills (CA); Hybrid; USD 80,000 - 90,000; Full time

Benefits offered by this job

401k with 3% safe harbor and profit

Discretionary year-end bonus

$750/month towards Blue Shield medical

10 days paid sick leave

Hybrid work environment with company

Job summary

Paragon Forensics in Laguna Hills, CA is seeking an Executive Assistant / Project Coordinator to provide high-level administrative and case-management support across our team of experts. You will manage calendars, coordinate travel, organize case materials, and liaise with attorneys, clients, and internal staff to keep cases moving on schedule.

The role requires 5+ years in administrative roles, strong Microsoft Office skills, and excellent communication.

Qualifications

• 5+ years administrative experience.
• 5+ years customer service experience.
• Proficiency in Microsoft Office Suite.
• Strong written and spoken English communication.

Responsibilities

• Manage complex calendars, schedule meetings, deposition/trial testimony, inspections and calls.
• Serve as primary point of contact between experts, attorneys, clients and internal team members.
• Assist with gathering and organizing file materials (records, photos, reports, discovery).
• Coordinate travel arrangements including flights and car rental.
• Maintain organized digital filing systems and ensure all case materials are up to date.
• Prioritize the client’s needs and case objectives to ensure quality and timeliness.
• Request and file case material.
• Manage a high volume of customer inquiries and caseload.
• Phone and email correspondence with clients, vendors, and other stakeholders.
• Perform other administrative duties as assigned.

Skills

Executive assistant experience

Organization

Note taking

Time management

Problem solving

Verbal & written communication

Attention to detail

Education

High School Diploma

Tools

Microsoft Office Suite

Clio CRM

Job description

Company Description

Paragon Forensics is a leading full-service consulting firm specializing in providing forensic analysis and expert opinion to the medico-legal and insurance industries. Our principal services include analyses of accident reconstruction, premises liability, biomechanics, human factors, and safety to assist our clients in their evaluation of actual or potential injury-related claims. We are a multidisciplinary team of Engineers and PhDs who collaborate on cases in a relaxed yet fast-paced work environment. www.paragonforensics.com

Role Description

The Executive Assistant / Project Coordinator will be responsible for providing high-level administrative and case management support to the Paragon team of experts and staff. Responsibilities include monitoring workflow for each case, requesting, organizing, and maintaining case materials, and coordinating with technical staff and case managers on calendar-driven tasks and deadlines. This role will also support case intake, scheduling, case coordination, and general administrative operations to ensure efficiency across for individually assigned technical staff and the organization. The Executive Assistant / Project Coordinator may be asked to assist with additional duties as needed to support overall company operations.

Responsibilities:

• Manage complex calendars, schedule meetings, deposition/trial testimony, inspections and calls.
• Serve as a primary point of contact between experts, attorneys, clients and internal team members.
• Assist with gathering and organizing file materials (e.g., records, photos, reports, and discovery).
• Coordinate travel arrangements, including flights and car rental.
• Maintain organized digital filing systems and ensure all case materials are up to date.
• Prioritize the client’s needs and case objectives to ensure excellence in quality of work product and timeliness in execution.
• Request and file case material.
• Manage a high volume of customer inquiries and caseload.
• Phone and email correspondence with clients, vendors, and other stakeholders.
• Perform other administrative duties as assigned.

Skills:

• Proven experience as an Executive Assistant or in a similar administrative role.
• Organization and note taking.
• Task prioritization
• Time management with a proven ability to meet deadlines.
• Problem-solving and taking initiative.
• Strong written and verbal communication with the command of the English language.
• Excellent attention to detail.

Requirements:

• High School Diploma.
• 5 plus years administrative experience.
• 5 plus years of customer service experience.
• Proficiency in Microsoft Office Suite

Preferred:

• Legal industry experience
• Clio Customer Relationship Management software experience.
• Bilingual in English/Spanish is a plus.

Compensation:

Compensation:$80,000 to $90,000 annually, commensurate with experience, paid monthly.

• 401k with 3% safe harbor and profit sharing.
• Discretionary year-end bonus.
• $750/month towards Blue Shield medical/dental/vision insurance.
• 10 days paid sick leave.
• Hybrid work environment with company laptop provided.