What are the responsibilities and job description for the Executive Assistant | Hybrid position at Mission Recruiting?
Job Description
Job Description
We are seeking an Executive Assistant to join our firm. This position will be based in our Palo Alto office with a hybrid work schedule. The Executive Assistant will support partners, counsel, associates, and staff attorneys by handling a variety of administrative functions and managing resources efficiently.
Key Responsibilities :
- Answer, screen, and place phone calls; open and route mail as directed.
- Maintain attorney calendars, time records, and files, ensuring they are organized and up-to-date.
- Process attorney expense reports and manage email communication (with permission) by organizing and prioritizing messages.
- Prepare engagement letters and new client / matter memos, and assist with the new business process.
- Track and update client / matter lists, focusing on billing and new business.
- Manage document preparation, including creating and redlining PDFs, conversions, and ensuring quality control.
- Work with Client Accounting to ensure accurate and timely billing.
- Assist in business development efforts, including entering activities, maintaining contacts, and assembling mailing lists.
- Support attorneys in utilizing applications such as Excel and PowerPoint.
- Research and arrange complex travel itineraries, including visa requirements.
- Process check requests for vendor invoices.
- Delegate work to other departments, ensuring completion and accuracy.
- Assist with attorneys' personal work as needed.
- Ensure the proper functioning of software and hardware, in collaboration with tech support staff.
- Perform additional support tasks, including printing, scanning, and delivering packages, when needed.
- Manage special projects as assigned, ensuring they meet professional standards.
- Demonstrate effective communication and interpersonal skills to maintain smooth workflows with others.
Qualifications :
Education & Experience :
