Executive Assistant

Executive Assistant

Irvine, California Onsite

Industry: Legal Services

Job Category: Administrative

Job Type: Direct Hire

Salary: $75,000 - $85,000 / Annually

Job Description

Position Title: Executive Assistant

A high-performing personal injury law firm is seeking a polished, proactive Executive Assistant to support its Managing Partner and keep a fast-moving, multi-office operation running at full speed. This highly visible role combines complex calendar management, travel coordination, property and office operations, event planning, vendor communication, and personal assistance. Approximately 30%40% of the position will involve personal assistant responsibilities, including errands and occasional support at the Managing Partner's Newport Beach residence. The ideal candidate is confident, tech-savvy, and exceptionally adaptable, with the judgment to anticipate needs, manage competing priorities, receive direct feedback, and deliver accurate work without constant direction.

Salary Range: $75,000$85,000 / DOE, plus a discretionary year-end performance bonus

Executive Assistant Responsibilities:

• Manage the Managing Partner's complex calendar, including internal meetings, media days, client calls, hearings, depositions, and other firm commitments
• Coordinate with attorneys and staff to ensure the calendar accurately reflects case deadlines, meetings, and travel requirements
• Oversees phone system maintenance and collaborates with Accounting and Operations teams on necessary upgrades
• Anticipate scheduling conflicts, shifting priorities, and operational needs before they become problems
• Arrange firm-wide business travel, including flights, hotels, and rental cars, through company accounts
• Serve as a professional liaison between the Managing Partner and firm employees, clients, opposing counsel, media teams, property managers, and outside vendors
• Manage property and facility needs for the Irvine headquarters and satellite offices throughout California and Arizona
• Coordinate office openings, furniture, supplies, repairs, phone system maintenance, and vendor services
• Partner with Human Resources, Accounting, Operations, and Marketing on office needs, events, travel, and firm initiatives
• Assist with and manage company events and firm-wide philanthropic programs
• Handle personal errands and administrative tasks for the Managing Partner and his family as needed
• Travel locally for case-related matters, including assisting clients with minors' compromise accounts and delivering settlement checks
• Visit satellite offices as needed to address operational needs and ensure each location is fully supported
• Maintain discretion when handling confidential legal, business, and personal information
• Shift priorities quickly while maintaining accuracy, urgency, and strong follow-through

Executive Assistant Requirements:

• 57+ years of experience supporting a senior executive, managing partner, business owner, or comparable leader
• Demonstrated experience with complex calendar management, travel coordination, facility operations, and company-wide event planning
• Proven ability to anticipate executive needs and solve problems proactively
• Strong critical thinking, organization, prioritization, and decision-making skills
• Professional, polished, and confident communication with executives, clients, attorneys, vendors, and internal teams
• Ability to receive direct feedback, take ownership, and perform effectively in a demanding, fast-paced environment
• Strong technical aptitude and the ability to learn new platforms quickly
• Valid California driver's license in good standing and reliable transportation
• Ability to travel up to 40% of the time, based on business and case needs
• Availability for an 8:008:30 a.m. start and occasional remote weekend requests
• Ability to work on-site at the Irvine office

Preferred Qualifications:

• Experience within a law firm, corporate legal department, or similarly demanding professional services environment preferred
• Bachelor's degree preferred
• Familiarity with legal technology or case management platforms such as Filevine, Westlaw, LexisNexis, or legal AI tools is preferred

Benefits:

• Medical insurance through Anthem PPO or Kaiser HMO, with eligibility beginning the first of the month following 60 days of employment
• Dental insurance through Principal
• Vision insurance through VSP
• 401(k) with a 3% safe harbor contribution after one year of employment
• Health savings account (HSA)
• Life insurance
• Pet insurance
• 80 hours of accrued vacation
• 40 hours of accrued paid sick leave
• Paid federal holidays
• Mileage reimbursement at the federal rate
• Company-provided laptop
• Discretionary year-end performance bonus
• Annual performance reviews and opportunities for career and compensation growth

If you are a sharp, resilient Executive Assistant who moves quickly, owns every detail, and knows how to stay two steps ahead of a demanding executive, apply today!