Legal Executive Assistant

The O\\'Neil Search Group; San Francisco (CA); On-site; USD 70,000 - 100,000; Full time

Job summary

The ONeil Search Group is seeking an experienced Executive Assistant to support two to four Partners and several Lawyers in a fast-paced legal practice in San Francisco. You will manage complex calendars, coordinate travel, draft correspondence, and provide backbone support for business development activities and client service excellence.

You will help schedule calls and meetings, prepare materials for meetings and proposals, and collaborate with Finance, IT, Facilities, and Conflicts teams to

Responsibilities

• Proactively support Partners/Lawyers’ client, practice and business development activities and outreach.
• Provide administrative support to two to four Partners and several Lawyers (Counsel and Associates).
• Participate in fostering a culture that is team-oriented and committed to the highest levels of client service and professional excellence.
• Understand business development and client priorities of each supported Partner/Lawyer.
• Maintain and update current list of contacts and business activities in CRM/Interaction database.
• Keep track of clients and other contacts and proactively work with Partners/Lawyers to schedule calls and meetings with them.
• Build relationships with clients and client assistants.
• Execute requested follow-up calls with clients.
• Schedule client entertainment and assist with local event management.
• Assist with preparing materials for use in meetings, pitches and proposals.
• Undertake research in support of Partners/Lawyers’ business development as directed.
• Manage complex calendars and coordinate scheduling across supported attorneys.
• Coordinate all travel arrangements including flights, hotels, ground transportation and itineraries.
• Process and submit expense reimbursements accurately and in a timely manner.
• Track and follow up on timesheet submissions for supported attorneys.
• Assist with preparation and organization of client files and matter materials.
• Handle incoming and outgoing communications, including calls, mail and courier coordination.
• Provide backup support to other Executive Assistants during high-volume periods. Draft, proofread and edit correspondence, memos and other documents.
• Coordinate with internal departments (Finance, IT, Facilities, Conflicts) to facilitate attorney needs.

Job description

Responsibilities include but are not limited to:

• Proactively support Partners/Lawyers’ client, practice and business development activities and outreach.
• Provide administrative support to two to four Partners and several Lawyers (Counsel and Associates).
• Participate in fostering a culture that is team-oriented and committed to the highest levels of client service and professional excellence.

Business Development/Client Impact:

• Understand business development and client priorities of each supported Partner/Lawyer.
• Maintain and update current list of contacts and business activities in CRM/Interaction database.
• Keep track of clients and other contacts and proactively work with Partners/Lawyers to schedule calls and meetings with them.
• Build relationships with clients and client assistants.
• Execute requested follow-up calls with clients.
• Schedule client entertainment and assist with local event management.
• Assist with preparing materials for use in meetings, pitches and proposals.
• Undertake research in support of Partners/Lawyers’ business development as directed.

Administrative Support:

• Manage complex calendars and coordinate scheduling across supported attorneys.
• Coordinate all travel arrangements including flights, hotels, ground transportation and itineraries.
• Process and submit expense reimbursements accurately and in a timely manner.
• Track and follow up on timesheet submissions for supported attorneys.
• Assist with preparation and organization of client files and matter materials.
• Handle incoming and outgoing communications, including calls, mail and courier coordination.
• Provide backup support to other Executive Assistants during high-volume periods. Draft, proofread and edit correspondence, memos and other documents.
• Coordinate with internal departments (Finance, IT, Facilities, Conflicts) to facilitate attorney needs.