Executive Assistant

Job Details:

Job Title : Legal Executive Assistant

Job Location : Palo Alto, CA 94301

Job Type : Full-Time/Permanent/Hybrid

The Opportunity:

Our client is seeking an Executive Assistant to join their Firm. This position will be based in Palo Alto office (hybrid). The Executive Assistant provides assistance to, and manages resources for, partners, counsel, associates and staff attorneys.

• Handles standard administrative functions including answering, screening and placing phone calls; opening and routing mail as directed; maintaining files, records, attorney calendars and time records; preparing attorney expense reports.
• Proxies into attorney's e-mail (if permission is granted) to process new messages, maintain organized e-mail folders and keep attorney apprised of priorities. Ensures proper filing of emails to retention folders and SRM.
• Anticipates attorney needs by proactively identifying potential issues and conflicts and takes the initiative to offer solutions and preempt needs.
• Prepares engagement letters and new client/matter memos, and updates active client/matter number lists to assist with the new business process.
• Utilizes tracking charts for keeping up-to-date records, with a special focus on billing and new business.
• Handles all aspects of document preparation, processing, preparing redlines, PDF creation, conversions and quality control of work product.
• Works in tandem with Client Accounting to ensure up-to-date and accurate client billing.
• Seeks ways of being energetically responsive to clients, providing superior client service in both small and large ways.
• Assists in promoting business development through entry of activities, maintenance of contacts and assembling of mailing lists in InterAction.
• Utilizes applications like Excel and PowerPoint to facilitate attorneys’ work.
• Researches and makes complex travel arrangements for attorneys, including assisting with visa requirements.
• Prepares check requests for vendor invoices.

Education & Experience

• High school diploma or equivalent
• Minimum of three years of experience in an office environment or an equivalent combination of education and experience