Executive Office Coordinator — CEO Support

Manatt, Phelps & Phillips, LLP; San Diego (CA); Hybrid; USD 90,000 - 115,000; Full time

Benefits offered by this job

Hybrid work schedule

Benefits package

Job summary

Manatt, Phelps & Phillips, LLP seeks a highly organized executive assistant to support the CEO/Managing Partner in a high-visibility role within a premier professional services firm. You will manage a complex calendar, travel logistics, and communications with discretion and professional poise.

This role requires a minimum of 5 years of senior-level administrative support, experience in a professional services environment, and advanced proficiency in MS Office.

Qualifications

• Bachelor’s degree in business or related field preferred.
• Minimum of 5 years of high-level administrative support to senior leaders.
• Experience in a law firm, consulting firm, professional services firm, or similar complex client-service environment preferred.
• Exceptional organizational, interpersonal, and written and verbal communication skills.
• Demonstrated ability to manage multiple projects and prioritize competing needs in a deadline-driven environment.
• Ability to anticipate needs, address problems, and move work forward with limited direction.
• Ability to handle sensitive and confidential matters with discretion.
• Advanced proficiency in Microsoft Outlook, Word, Excel, PowerPoint, and Teams.
• Hybrid work schedule requiring in-office presence Monday through Thursday, with one optional remote day on Friday.
• Willingness to travel to all Firm office locations as needed.

Responsibilities

• Manage a complex calendar and adjust schedules as priorities change.
• Coordinate complex travel arrangements and itineraries with logistics.
• Anticipate needs and move work forward with limited direction.
• Exercise sound judgment when handling sensitive matters.
• Process expense reports and manage reimbursements.
• Support ad hoc projects and other duties as assigned.
• Serve as primary contact for internal and external stakeholders.
• Build and maintain effective working relationships at all levels of the Firm.
• Represent the Office of the CEO/Managing Partner with professionalism and discretion.
• Coordinate meetings and events for CEO/MP, including agendas and briefing materials.
• Maintain organized files and records for correspondence, reports, presentations, and meeting materials.
• Track action items, deadlines, and follow-up from meetings.

Skills

Calendar management

Travel coordination

Discretion and confidentiality

Stakeholder communication

Multi-project prioritization

Hybrid work experience

Team collaboration

Education

Bachelor’s degree in business or related field

Tools

Microsoft Outlook

Microsoft Word

Microsoft Excel

PowerPoint

Teams

Job description

Manatt, Phelps & Phillips, LLP seeks a highly organized executive assistant to support the CEO/Managing Partner in a high-visibility role within a premier professional services firm. You will manage a complex calendar, travel logistics, and communications with discretion and professional poise.

This role requires a minimum of 5 years of senior-level administrative support, experience in a professional services environment, and advanced proficiency in MS Office.