Executive Assistant

Job Description

Job Description

We are seeking a highly organized, proactive, and professional Executive Assistant / Office Operations Coordinator to support firm leadership while helping ensure the office runs smoothly day to day. This role is ideal for someone who thrives in a fast paced, structured environment, takes pride in execution, and is comfortable balancing executive support with administrative, office operations, and legal support responsibilities. You will play a key role in helping leadership stay organized, keeping priorities on track, and maintaining a professional, efficient office environment.

Key Responsibilities Executive Support

Manage complex calendars and scheduling for leadership Coordinate meetings, appointments, and internal events Anticipate scheduling conflicts and proactively resolve issues Track action items, projects, and follow ups to support execution Provide day to day administrative support to leadership as needed

Office Operations Serve as the first point of contact for clients and visitors Maintain a professional, organized, and welcoming office environment Manage office supplies and coordinate with vendors Answer and direct incoming calls professionally Assist with general office needs and occasional office related errands Administrative and Legal Support

Organize and maintain digital and physical files Assist with document management, scanning, and filing Prepare and assemble trial binders and case materials Support attorneys and leadership with administrative and case related tasks Help ensure documents, communications, and records are handled accurately and efficiently

How Our Firm Operates We are a systems driven, high accountability environment with clear expectations and a strong focus on professionalism, execution, and client experience.

Our team values: Structured workflows Strong follow through Clear communication Ownership and accountability High standards of professionalism This role is important to ensuring leadership can operate effectively and the office runs smoothly.

What Success Looks Like In this role, success means: Leadership calendars are organized, efficient, and well managed Meetings, priorities, and follow ups are handled proactively Office operations run smoothly and professionally Filing, scanning, and trial binder preparation are accurate and completed on time Tasks are completed accurately and on time Communication across the team is clear and effective Problems are anticipated and resolved before they escalate Requirements Required 7+ years of experience as an Executive Assistant supporting C-Suite, attorneys or firm leadership. Prior Legal Assistant experience is required. Candidates without law firm or legal office background will not be considered. Associate's degree or higher Experience in a professional services environment Experience in a client-facing front desk role Proficiency in Microsoft Office, including Word, Outlook, and Excel Preferred Experience preparing trial binders and case materials Experience with document management and filing Experience supporting attorney calendars Experience with Clio Manage Business-fluent Spanish Benefits Benefits include: Annual salary: 55,000-75,000 USD/year 401(k) with company match Health insurance Health Care Flexible Spending Account (FSA) Life insurance Short-term and long-term disability insurance Educational course reimbursement Paid time off (PTO) Paid holidays