Executive Assistant

Keep core practice operations moving by coordinating schedules, communications, documentation, and time-sensitive follow-up across internal and external stakeholders. Provide operational continuity across the engagement lifecycle, including setup, conflict checks, engagement documentation, billing coordination, receivables tracking, and closeout. Own the logistics and process administration behind recruiting workflows, including complex interview scheduling, candidate communication, ATS documentation, and campus or Super Day coordination. Maintain reliable tracking and reporting that gives leaders visibility into engagement, recruiting, business development, and office priorities. Support local market presence and team connection through CRM administration, client and case research, event execution, and regional employee engagement initiatives. What You’ll Do PRACTICE & LEADERSHIP OPERATIONS Manage complex calendars, meeting schedules, conference calls, travel, and changing priorities for Los Angeles DCI leaders and team members. Prepare, track, and reconcile expense reports and related documentation for team leadership. Maintain organized records, shared files, internal trackers, and status documentation so current information is easy to access and action. Coordinate across Accounting, Legal, Marketing, IT, recruiting, and project teams to resolve operational issues and keep deadlines on track. Support internal reporting, recurring practice processes, office operations, and ad hoc projects that require structured follow-up and clear ownership. Identify scheduling conflicts, missing information, process gaps, or overdue actions and elevate them early to the appropriate stakeholder. ENGAGEMENT LIFECYCLE & FINANCIAL OPERATIONS Coordinate engagement setup and lifecycle administration, including project codes, conflict checks, internal approvals, required documentation, and closeout activities. Draft and coordinate engagement letters in partnership with senior professionals and Legal, and maintain accurate records of approvals and executed documents. Track retainers, billing status, accounts receivable, and other engagement metrics; follow up with leadership, Finance, and project teams when action is needed. Prepare client and project materials, organize engagement documentation, and support teams with Excel-based analysis and research. Maintain status tracking across active engagements so deadlines, financial items, documentation needs, and next actions are visible to the team. Conduct case and docket research using Lex Machina and PACER, and manage Law360 monitoring and internal distribution for relevant DCI matters. Support business development and marketing initiatives in coordination with DCI professionals and the Marketing team, with ownership of assigned logistics and follow-up. Maintain HubSpot CRM data, including contact records, relationship information, activity notes, and deal tracking, with attention to completeness and accuracy. Research clients, law firms, attorneys, case activity, and market developments to support meeting preparation and business development planning. Prepare presentation materials, client background information, and meeting support documents for senior professionals. Coordinate logistics for local marketing efforts, client-facing events, professional-development programs, and other practice initiatives. Build and maintain relationships with young professionals and attorneys in the Los Angeles market to support local connectivity and business development efforts. REGIONAL ENGAGEMENT & OFFICE OPERATIONS Support regional employee engagement initiatives and cross-office programming, including Employee Resource Partner responsibilities as assigned. Lead or coordinate internal event programming focused on employee connection, professional development, and cross-team collaboration. Plan and execute approximately 10 office and professional-development events annually in partnership with leadership, employee groups, and vendors. Manage event timelines, communications, attendee details, vendor coordination, materials, and on-site or virtual logistics from planning through completion. Track open items and follow-up after events or regional initiatives so commitments, feedback, and next steps are documented and completed. What You Bring Strong organizational and time-management skills, with the ability to manage multiple workstreams, competing deadlines, and frequent schedule changes. A process-oriented approach to administrative and operational work, including accurate tracking, documentation, follow-up, and escalation. Ability to work independently while supporting senior leaders and project teams in a fast-paced professional services environment. Strong attention to detail and a consistent standard of accuracy across schedules, documents, financial tracking, candidate records, and CRM data. Professional written and verbal communication skills, with sound judgment when working with clients, candidates, attorneys, vendors, and senior stakeholders. Strong problem-solving skills and the ability to identify the next action, resolve routine issues, and raise risks before they affect deadlines. Proficiency in Microsoft Word, Excel, PowerPoint, Outlook, and Adobe Sign, with the ability to learn systems such as HubSpot, Workday ATS, Findem, Lex Machina, PACER, and related research or workflow tools. High level of discretion and the ability to handle confidential client, employee, candidate, and business information appropriately. Education & Experience Bachelor’s degree preferred in Communications, Marketing, Business, or a related field. An associate degree with relevant experience will be considered. High school diploma required. Two or more years of administrative, operations, recruiting coordination, project coordination, or similar experience, preferably in a professional services environment. Experience with CRM, ATS, project-tracking, billing, or research tools is preferred. How You’ll Thrive Create structure around competing priorities and keep work moving without requiring constant direction. Take ownership of recurring operating processes and close the loop on open items. Build trusted working relationships across functions and communicate clearly when priorities shift. Maintain accurate records and reliable status tracking so leaders and teams can make timely decisions. Adapt quickly to changing deadlines while maintaining professionalism, discretion, and a high standard of work. Balance day-to-day execution with process improvement by identifying practical ways to make recurring workflows clearer and more efficient. #J-18808-Ljbffr Stout