Executive Legal Assistant

Permanent Placements LLC; San Francisco (CA); Hybrid; USD 68,000 - 90,000; Full time

Benefits offered by this job

Medical, dental, and vision insurance

Life and disability insurance

Paid time off and holidays

Employee wellness programs

Additional firm-sponsored benefits

Job summary

Permanent Placements LLC is recruiting an experienced Legal Executive Assistant to support attorneys in the Palo Alto area. This highly visible role acts as a strategic business partner, delivering advanced administrative, operational, client service, and practice management support.

The ideal candidate is proactive, highly organized, and has substantial experience supporting senior professionals in a legal or professional services environment.

Qualifications

• Minimum 5 years of experience supporting senior professionals within a law firm, corporate, or professional services environment.
• Strong project management and organizational skills.
• Exceptional verbal and written communication abilities.

Responsibilities

• Manage attorney workflows, projects, and daily practice operations.
• Coordinate deadlines, track deliverables, and ensure timely completion of projects.
• Maintain complex calendars and scheduling requirements.
• Coordinate domestic and international travel arrangements.
• Manage attorney communications, follow-up items, and competing priorities.
• Serve as a trusted business partner and primary support resource for assigned attorneys.

Skills

Project management

Organizational skills

Communication (verbal & written)

Client service orientation

Discretion & confidentiality

Multitasking

Judgment & problem-solving

Proactive professional demeanor

Education

Bachelor's Degree preferred

High School Diploma or GED required

Tools

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Outlook

Legal billing/time-entry systems

Document management systems

Legal research platforms

Microsoft Teams

Zoom

Job description

Our client, a leading global law firm, is seeking an experienced Legal Executive Assistant to support attorneys in its Palo Alto office. This highly visible role serves as a strategic business partner to attorneys, providing advanced administrative, operational, client service, and practice management support.

The ideal candidate will be a proactive professional with strong organizational skills, exceptional attention to detail, and experience supporting senior-level professionals in a legal or professional services environment.

Responsibilities

Attorney & Practice Management

• Manage attorney workflows, projects, and daily practice operations
• Coordinate deadlines, track deliverables, and ensure timely completion of projects
• Maintain complex calendars and scheduling requirements
• Coordinate domestic and international travel arrangements
• Manage attorney communications, follow-up items, and competing priorities
• Serve as a trusted business partner and primary support resource for assigned attorneys

Client & Relationship Management

• Act as liaison between attorneys, clients, and internal departments
• Facilitate effective communication and ensure timely responses to client inquiries
• Build and maintain strong working relationships with clients, attorneys, and firm personnel
• Support client service initiatives and assist with client-facing projects

Litigation & Transactional Support

• Draft, proofread, edit, and finalize legal correspondence, presentations, and other business documents
• Assist with court filings and filing coordination
• Support attorney research projects and information gathering
• Prepare attorney briefing materials and meeting documentation
• Assist with information governance and records management processes

Billing & Financial Support

• Coordinate billing processes and assist with prebill review
• Monitor billing workflows and assist with invoice preparation and delivery
• Serve as a liaison regarding billing questions and administrative issues
• Follow up on outstanding client billing matters at attorney direction

Meeting & Event Coordination

• Coordinate internal and external meetings
• Prepare agendas, presentations, and supporting materials
• Ensure meeting logistics and follow-up activities are completed
• Support attorney presentations, conferences, and client events

Marketing & Business Development

• Assist with preparation of:
• Pitch materials
• Biographies
• Maintain contact databases and CRM information
• Conduct research supporting business development efforts
• Track attorney marketing and client relationship activities
• Coordinate workflow among administrative support resources
• Delegate assignments to support personnel as appropriate
• Monitor project completion and quality control
• Provide mentorship and guidance to junior support team members
• Collaborate with assistants and administrative professionals across offices and departments

Qualifications

• High School Diploma or GED required
• Bachelor's Degree preferred
• Minimum 5 years of experience supporting senior professionals within a law firm, corporate, or professional services environment
• Strong project management and organizational skills
• Exceptional verbal and written communication abilities
• Strong client-service orientation
• Ability to exercise discretion and maintain confidentiality
• Ability to manage multiple priorities in a fast-paced environment
• Strong judgment and problem-solving skills
• Proactive, resourceful, and highly professional demeanor

Technical Skills

Strong proficiency with:

• Microsoft Word
• Microsoft Excel
• Microsoft PowerPoint
• Outlook
• Legal billing and time-entry systems
• Document management systems
• Legal research platforms
• Virtual collaboration tools such as:
• Microsoft Teams
• Zoom

Why This Opportunity

• Work directly with high-performing attorneys and sophisticated clients
• Play a critical role in supporting complex legal practices
• Enjoy substantial responsibility and visibility within the organization
• Benefit from ongoing professional development opportunities
• Join a collaborative and supportive environment focused on excellence and client service
• Hourly Rate: $49.45 – $65.52 per hour
• Compensation based on experience, qualifications, skills, and geographic market

Benefits may include:

• Medical, dental, and vision insurance
• Life and disability insurance
• Paid time off and holidays
• Employee wellness programs
• Additional firm-sponsored benefits

Location

Work Arrangement

• Combination of in-office and remote work

Application Requirements

• Resume
• Additional supporting materials as requested through the firm's online application system

Our client is seeking a highly organized and service-oriented professional who is passionate about supporting attorneys, managing complex workflows, and delivering exceptional client service within a sophisticated legal environment.