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

• 5+ years of experience as an Executive Assistant, Administrative Assistant, or in a similar role
• 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 supporting attorneys or firm leadership
• 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