What are the responsibilities and job description for the Legal Executive Assistant-Corporate position at Naviga?
Naviga Recruiting & Executive Search is proud to partner with a leading global business law firm to find a collaborative, results-oriented Legal Executive Assistant-Corporate to join their team. This prestigious law firm, headquartered in Chicago, IL, and London, England, is known for its multi-billion-dollar operations, employing over 3,600 lawyers worldwide. The firm fosters a culture of collaboration, high standards, and professional growth. This is a unique opportunity to work in a fast-paced environment that values problem-solving and innovation while supporting some of the top professionals in the legal industry.
Title : Legal Executive Assistant - Corporate
Location : Palo Alto, CA (Hybrid)
Key Notes
Support a renowned, multi-billion-dollar global law firm with a reputation for excellence
Work closely with high-level partners and clients, managing critical operations
Join a culture of collaboration and high performance, fostering professional growth
Hybrid work flexibility available after onboarding
Competitive compensation and comprehensive benefits package
Responsibilities :
Completes and carries out major assignments and a broad variety of tasks in support of the partner's practice.
Exercises judgment and delegates administrative tasks and document work as appropriate to other Legal Support Services team members (Legal Support Assistants and Legal Administrative Assistants) and firm resources. When delegating, maintains responsibility for and tracks all activities / tasks / projects to successful completion. Collaborates with peers to provide team support and coverage.
Performs work that substantively and positively impacts the success of the partner's financial viability with client matters.
Exercises discretion and professional judgment with confidential and sensitive matters.
Plans, coordinates, and ensures attorney Outlook calendars are maintained; identifies and resolves scheduling conflicts; coordinates complex travel itineraries.
Works closely and proactively with attorneys to keep them well informed of upcoming commitments and responsibilities, preparing materials in advance, and following up appropriately.
Successfully completes critical aspects of deliverables with a proactive, hands-on approach, including drafting letters or other correspondence, preparing reports, and other tasks that facilitate partner's ability to effectively build the practice.
Handles extensive direct interaction with clients and outside business contacts.
Prepares agendas, reports, and presentations; composes correspondence that is sometimes confidential.
Develops and maintains professional relationships and ensures teams work together efficiently and effectively, providing clear direction and constructive feedback on projects and assignments.
Coordinates department or practice group meetings. Takes lead in preparing logistics and engaging appropriate parties to ensure a successful meeting.
Participates in practice group and client team meetings, as appropriate. Prepares meeting agendas, reviews meeting materials for accuracy and completeness and distributes to meeting attendees.
Maintains paper and electronic filing systems, helping to ensure compliance with Information Governance policies and procedures.
Oversees billing matters (prebilling tasks including all approval forms and collaboration correspondence, international billing, liaise with biller regarding questions / issues, liaise with collections team); monitors client budgets for reporting purposes.
Requirements :
A minimum of 5 years of professional executive administrative experience, ideally supporting partners or executives in a legal or corporate environment
Advanced proficiency in Microsoft Excel, Word, and PowerPoint
Excellent communication and interpersonal skills, with the ability to interact with lawyers, clients, and business professionals
Exceptional organizational and time management skills to handle multiple priorities effectively
A strong work ethic, flexibility, and a positive, dependable attitude
Proven ability to maintain confidentiality and exercise professional judgment
Education :
Required : High School Diploma or GED
Preferred : Bachelor's Degree
Benefits :
Medical, Dental and Vision Insurance
Health savings account (HSA)
Flexible spending account (FSA)
Commuter spending account
Basic life and accidental death & dismemberment insurance (AD&D)
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