Executive Administrative Assistant Needed Immediately

Both our client service and culture are second to none, stemming from our firmwide embrace of our core values: The Executive Assistant provides executive support to several Managing Directors within Stout's Disputes, Claims & Investigations (DCI) group and helps keep the Los Angeles office running smoothly. In partnership with the existing Office Manager, the role combines proactive support for leaders with hands-on coordination of ordering, catering, events, and colleague engagement. Priorities may shift with business and office needs. This is a full-time position based in the Los Angeles office. Onsite presence will initially be 2-3 days per week, with the intention of increasing toward 3-4 days per week as office and business needs evolve. Help several DCI Managing Directors stay organized and focused through reliable calendar, travel, meeting, and administrative support. ~ Partner with the Office Manager to deliver a welcoming, well-stocked office and well-executed meetings and events. ~ Coordinate internal and external meetings, including invitations, conference rooms, phone and video details, materials, and follow-up. Serve as a professional point of contact for clients, leaders, and colleagues. ~ Arrange domestic and international travel, prepare itineraries, manage related logistics, and prepare, track, and reconcile expense reports. ~ Prepare and proofread correspondence, presentations, proposals, engagement letters, and client-facing materials; Support engagement administration, including job codes, conflict checks, approvals, time entry, and check requests. Coordinate with engagement leaders, Legal, and Finance on documentation, billing, and outstanding items as needed. ~ Maintain HubSpot contact records and other internal systems; support business development and Marketing requests, registrations, memberships, subscriptions, and research as assigned. ~ Track deadlines and action items, communicate changing priorities, and follow through on administrative projects with appropriate discretion and limited supervision. Office Coordination and Colleague Engagement ~ Partner with the existing Office Manager on day-to-day office needs, coordinating assigned tasks and providing backup support to maintain consistent service. ~ Order and replenish office supplies, kitchen items, refreshments, and other essentials; maintain inventory and coordinate with vendors on deliveries and order issues. ~ Coordinate catering and office meals, including vendor selection, orders, dietary needs, delivery timing, setup, and cleanup for meetings and office gatherings. ~ Plan and execute office events, holiday celebrations, team-building activities, and professional development programs in partnership with the Office Manager, leaders, and colleague groups. Manage invitations, vendors, materials, timelines, onsite logistics, and follow-up. ~ Support colleague engagement and regional or cross-office programming, including Employee Resource Partner initiatives as assigned. ~ Help keep conference rooms, shared spaces, and storage areas organized and ready for use; coordinate visitor registration, meeting supplies, and audiovisual needs. ~ Assist with new hire onboarding and office orientation; coordinate with IT and building management on technology and facilities requests in partnership with the Office Manager. ~ Coordinate shipments, mail, copying, scanning, filing, and document archiving; perform other administrative and office support duties as needed. Strong organizational and time-management skills, with the ability to prioritize requests from several senior professionals while meeting office commitments and changing deadlines. ~ Excellent written and verbal communication, grammar, proofreading, and interpersonal skills; Advanced proficiency in Microsoft Outlook and strong proficiency in Word, Excel, and PowerPoint; comfort using Adobe Sign and learning HubSpot and other business systems. ~ Familiarity with AI tools, curiosity about their practical uses, and willingness to learn and apply approved tools to administrative work. Sound judgment when using AI, including following firm policies, protecting confidential client, colleague, and business information, using only approved tools for permitted information, and reviewing outputs for accuracy. ~ A high level of discretion when handling sensitive information and the ability to work collaboratively with the Office Manager, supported leaders, and colleagues across the firm. High school diploma required; 4+ years of administrative or comparable experience, including support for senior professionals; Experience supporting multiple executives and coordinating office operations, catering, events, or colleague engagement activities preferred. Create structure around competing priorities, communicate clearly when needs change, and close the loop on open items. ~ Balance executive support with hands-on office coordination, adapting to changing needs while maintaining accuracy and confidentiality. ~ We foster a culture of inclusion and respect, embracing diverse perspectives and experiences to drive innovation and success. Our leadership is committed to inclusion and belonging across the organization and in the communities we serve. We invest in professional growth through ongoing training, mentorship, employee resource groups, and clear performance feedback, ensuring our employees are supported in achieving their career goals. Stout provides flexible work schedules and a discretionary time off policy to promote work-life balance and help employees lead fulfilling lives. All qualified applicants will receive consideration for employment on the basis of valid job requirements, qualifications and merit without regard to race, color, religion, sex, national origin, disability, age, protected veteran status or any other characteristic protected by applicable local, state or federal law. Interested in joining a rapidly growing group of bright, ambitious professionals in a work environment that values culture, inclusion, and personal growth?