Executive Assistant

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 Oversee phone system maintenance and collaborate 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 5–7+ 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 8:00–8:30 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! #J-18808-Ljbffr