Executive Assistant

Overview Orrick currently has an excellent opportunity for an Executive Assistant (Practice Innovation Assistant) based in any of Orrick's West Coast U.S. offices (Los Angeles, Orange County, Portland, Sacramento, San Francisco, Santa Monica, Silicon Valley, or Seattle). The Practice Innovation Assistant (PIA) is a key member of our Team Support department in the firm's Innovation group. The PIA provides high-impact administrative, operational, and legal practice support to assigned attorneys while also driving innovation at the firm. This role is designed for professionals who are passionate about technology, eager to develop expertise in legal operations, and committed to supporting high-performing legal and operations teams. The PIA functions as a strategic partner to attorneys - acting as an extension of their practice, proactively managing priorities, anticipating needs, exercising independent judgment, and ensuring that attorneys' time, focus, and resources are aligned to the highest-value work. The PIA acts as a digital fluency coach, learning, mastering, and training peers and attorneys on firm tools and platforms, including emerging technology such as AI and automation. They proactively manage workflows, coordinate projects, and ensure seamless execution of administrative tasks, while maintaining the highest standards of professionalism and discretion. This role goes beyond task execution to include decision support, prioritization, and end-to-end ownership of administrative and operational outcomes for assigned attorneys. The PIA is both an individual contributor and a collaborative team player, engaging positively with colleagues, adapting to change, and driving continuous improvement. They are assigned as a point of contact for lawyers and maintain skills related to their assigned lawyers' specific practice group needs. Responsibilities General Support Proactively coordinates administrative details for assigned attorneys, anticipating needs, flagging risks, and independently resolving issues before escalation, ensuring smooth workflow between clients, timekeepers, and staff. Engages regularly with the firm's Team Support Center, picking up requests proactively or as assigned by Workflow Coordinators, while determining when matters require direct ownership versus delegation. Acts as a resource for organizational knowledge, advising attorneys on firm processes, best practices, and trade-offs to support sound decision‑making. Encourages attorneys to delegate non‑billable tasks, actively shaping delegation habits and reinforcing sustainable ways of working. Develops a deep understanding of assigned attorneys' practices, clients, priorities, working styles, and business objectives. Fosters strong relationships internally and externally, representing the firm's standards of professionalism and client service. Demonstrates flexibility and adaptability in a fast‑paced environment, willing to take on new responsibilities and embrace change with a positive mindset. Communicates effectively with all levels of the organization and with clients, demonstrating high emotional intelligence and relationship‑building skills. Holds their own in a traditional environment, remaining nimble and resilient, and modeling a growth mindset. Proactively manages calendars, coordinate meetings and events (internal and client‑facing), arrange travel, and oversee logistics for assigned attorneys, with a focus on prioritization, sequencing, and protecting attorney time. Provides on‑site office coverage as needed, demonstrating flexibility and professionalism. Digital Fluency & Technology Coaching Serve as a digital fluency expert and coach for attorneys and peers, mastering firm technology and training others on effective use - including Microsoft 365, Copilot, PowerAutomate, PowerBI, and emerging AI/automation platforms. Troubleshoot technology issues and collaborate with IT, Orrick Labs, Digital Tech & Data, and support teams to resolve problems and enhance workflows. Stay current on new and emerging technologies, translating technical capabilities into practical, attorney‑ready solutions. Regularly attend and seek out training materials and resources to learn new technologies, as well as stay up to date on industry legal technology trends relevant to their assigned attorneys' practices. Legal Practice Support Handle engagement setup, document preparation, correspondence, presentations, and client‑facing materials to exacting standards. Intakes attorney requests, assess urgency, complexity, and downstream impact, evaluates where technology or process improvements can be applied, and delegates or handles tasks as appropriate. Prioritizes and helps attorneys meet important deadlines and deliverables, acting as a gatekeeper and thought partner around competing demands. Provides clear instructions when delegating tasks to other support resources, ensuring requirements and deadlines are met. Assists with opening new matters, coordinating with internal and external resources as needed. Utilizes attorney profiles and preferences to deliver tailored support. Collaborates with document processing and court services teams as needed. Performs document edits, prepares redlines/comparisons, and creates/edits worksheets and reports. Serves as a stabilizing operational presence for attorneys during high‑pressure matters, transactions, or trial periods. Other administrative support duties as assigned by their attorneys or Team Support Leadership. Billing & Financial Coordination Executes, manages, and oversees end‑to‑end client billing processes for assigned attorneys, ensuring accuracy and timely completion. Coordinates and follows up with internal teams and external vendors to keep billing and expense processes on track. Prepares reports and tracks spend, flagging trends, risks, or anomalies and proactively escalating issues. Assists attorneys with follow‑up on invoices and billing matters, helping ensure a positive client experience. Project Management & Process Improvement Participates in firm initiatives and special projects, contributing to process improvements, innovation, and the adoption of new technologies. Shares insights and best practices in team meetings, promoting a culture of continuous improvement and digital fluency. Participates in training sessions to enhance skills and knowledge, and actively seeks opportunities for professional growth. Coordinate and track ongoing workstreams and projects, ensuring deliverables and deadlines are met. Identify and implement process improvements, leveraging technology and best practices to drive operational excellence. Independently owns projects from intake through execution, communicating status, risks, and outcomes to stakeholders. Continuous Learning & Team Collaboration Promote a teaming culture, leveraging strengths and diverse perspectives to maintain a high‑performing team. Supports a collaborative team culture, assisting colleagues during peak workloads and contributing to a supportive work environment. Actively participate in team meetings, sharing insights, best practices, and contributing to continuous improvement. Demonstrate openness to feedback, a growth mindset, and adaptability in a changing environment. Act as a role model for junior staff, including Practice Analysts, demonstrating what "next‑level" support looks like in practice. Other duties as assigned. Qualifications Bachelor's degree (or equivalent experience). 3‑7 years professional experience, preferably in a professional services, consulting, technology, or corporate environment. Exceptional organizational and project management skills; proven ability to manage multiple priorities and deliver under tight deadlines. Advanced proficiency in Microsoft 365; ability to quickly master new tools and technologies. Strong written and verbal communication skills; able to produce concise, high‑quality deliverables. Independently manages workload, meets deadlines, and exercises sound judgment in prioritizing urgent vs. non‑urgent matters. Responds with urgency and effectiveness in fast‑paced, high‑stakes situations - demonstrating ownership and accountability for outcomes, while seeking guidance when appropriate. Consistently demonstrates professionalism, discretion, and composure under pressure. Ability to work in the office at least three days a week, and the ability to work overtime when required. Preferred Qualifications 2+ years experience serving as mentor to others. Experience supporting C‑suite executives, senior leaders, or in high‑stakes client service roles. Operations management, business operations, or executive office support experience. Experience with GenAI (ChatGPT, Copilot), Power BI, or other automation/data analytics platforms. Analytical mindset with the ability to interpret and use data to inform decisions. Track record of full project ownership with exceptional follow‑through and attention to detail. Proactive, solutions‑oriented, and adaptable; thrives in ambiguity and change. Ability to serve as a resource for colleagues by developing mastery in specific applications or systems. Demonstrated ability to act as a trusted advisor to senior stakeholders. Compensation and Benefits The expected salary range for this position is: Silicon Valley and San Francisco $75,000 - $95,000. Los Angeles, Orange County, Santa Monica, Sacramento, and Seattle $75,000 - $95,000. Portland $75,000 - $95,000. Orrick is committed to providing a comprehensive, competitive, and thoughtful total compensation package to our attorneys and staff, wherever they work. This compensation and benefits information is based on the Orrick's estimate as of the date of publication and may be modified in the future. The level of pay within the range will depend on a variety of job-related factors that may include, but not limited to, qualifications, relevant experience or education, particular skills or expertise, geography. Other compensation may include an annual discretionary merit bonus, which would be determined by Firm and individual performance. We offer a full range of elective health benefits including medical, dental, vision and life; robust mental well‑being programs; child, family, elder, and pet care benefits; short‑ and long‑term disability and industry leading parental leave benefits, health savings account contributions (w/applicable medical plan), flexible spending accounts, and a 401K program. This role will receive compensated time off through our Paid Time Off program and paid holidays. We are an Equal Opportunity Employer. Consistent with the SF Fair Chance Ordinance, an arrest and conviction record will not automatically disqualify a qualified applicant from consideration. Qualified applicants with criminal histories will be considered for the position in a manner consistent with the requirements of the Los Angeles Fair Chance Initiative for Hiring. #J-18808-Ljbffr Orrick Herrington & Suttcliffe