Legal Executive Assistant (5+ yrs.) - San Francisco

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

Benefits offered by this job

Medical, dental, and vision insurance

401(k) retirement plan

Life and disability insurance

Paid time off and holidays

Professional development opportunities

Employee wellness programs

Additional firm-sponsored benefits

Job summary

Permanent Placements LLC is seeking an experienced Legal Executive Assistant to support attorneys in its Palo Alto office. This role provides advanced administrative, operational, client service, and practice management support as a strategic partner to attorneys.

The ideal candidate will be proactive with strong organizational skills and 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
• Ability to exercise discretion and maintain confidentiality
• Ability to manage multiple priorities in a fast-paced environment

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
• Act as liaison between attorneys, clients, and internal departments
• Facilitate effective communication and ensure timely responses to client inquiries
• Build and maintain strong relationships with clients, attorneys, and firm personnel
• Support client service initiatives and assist with client-facing projects
• Draft, proofread, edit, and finalize legal correspondence and 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
• Coordinate billing processes and assist with prebill review
• Monitor billing workflows and assist with invoice preparation and delivery
• Follow up on outstanding client billing matters at attorney direction
• Coordinate internal and external meetings
• Prepare agendas, presentations, and supporting materials
• Ensure meeting logistics and follow-up activities are completed
• Support attorney presentations and client events
• Assist with preparation of pitch materials, client presentations, biographies, and business development materials
• Maintain CRM information and conduct research supporting business development
• Track attorney marketing and client relationship activities
• Coordinate workflow among administrative support resources
• Delegate assignments to support personnel
• Monitor project completion and quality control
• Provide mentorship to junior staff
• Collaborate across offices and departments

Skills

Strong project management

Excellent communication

Discretion and confidentiality

Client-service orientation

Education

High School Diploma or GED

Bachelor's Degree preferred

Tools

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Outlook

Legal billing systems

Document management systems

Legal research platforms

Microsoft Teams

Zoom

Job description

Legal Executive Assistant

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
  • Client presentations
  • Biographies
  • Business development materials
• Maintain contact databases and CRM information
• Conduct research supporting business development efforts
• Track attorney marketing and client relationship activities

Team Leadership & Coordination

• 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

Our client offers professionals the opportunity to:

• 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

Compensation & Benefits

• 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
• 401(k) retirement plan
• Life and disability insurance
• Paid time off and holidays
• Professional development opportunities
• Employee wellness programs
• Additional firm-sponsored benefits

Location

• Palo Alto, California

Work Arrangement

• Hybrid work schedule
• Combination of in-office and remote work

Application Requirements

Interested candidates should submit:

• 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.