Senior Executive Assistant
Munger, Tolles & Olson LLP
- # Senior Executive AssistantApplyremote type: Fully Onsitelocations: Los Angelestime type: Full timeposted on: Posted 29 Days Agojob requisition id: REQ00825**Job Description****Position Type:****Full Time Exempt****On-site** (in-office)**Location: Los Angeles****Residency Requirements:**Washington D.C.: For all positions based in the Washington, D.C. office, residency within Washington D.C., Maryland or Virginia and within a reasonable commutable distance to the assigned office is required depending on the firm's discretion and the nature of the role.Los Angeles and San Francisco Offices: For all positions based in the Los Angeles and San Francisco offices, residency within the state of California and within a reasonable commutable distance to the assigned office is required depending on the firm's discretion and the nature of the role.**Salary Range: $150,000 - $175,000\*K/YR***\***The salary range is the one that Munger, Tolles & Olson LLP reasonably expects to pay for this position. The salary range does not guarantee, obligate, nor set expectations of an applicant’s wage in the event of hire. The posted range is only one component of Munger, Tolles & Olson LLP’s Total Rewards package.**-------------***SUMMARY**The Senior Executive Assistant provides high-level, strategic administrative and operational support to attorney firm leadership. This role serves as a trusted partner, managing complex priorities with discretion, sound judgment, and a deep understanding of firm operations.The Senior Executive Assistant operates with a high degree of autonomy, anticipating needs, streamlining workflows, and ensuring seamless execution of day-to-day activities. This is a highly visible role that regularly interfaces with partners, senior leadership, and stakeholders across the firm.Due to the nature of executive-level support, this role requires flexibility in work hours and availability outside of standard business hours, as needed, to support time-sensitive priorities and firm leadership.**JOB FUNCTIONS**EXECUTIVE SUPPORT AND ADMINISTRATION* Serves as a primary point of contact for assigned executives, exercising discretion and sound judgment in handling sensitive and confidential matters.* Manage incoming communications, including calls, emails, and correspondence; triage priorities and respond or escalate as appropriate.* Anticipate executive needs by proactively monitoring priorities, deadlines, and follow-ups.* Draft, proofread, and edit correspondence, presentations, and other documents to ensure accuracy, professionalism, and alignment with firm standards.* Maintain and update contact records and relevant databases.* Manage mail distribution, courier services, and shipping logistics.* Process expense reports and vendor invoices, ensuring timely submission, tracking, and resolution of discrepancies.* Coordinate distribution of legal work through centralized functions and track completion status.* Proactively aligns with assigned executives on priorities, emerging needs, and follow-up actions to ensure seamless execution.CALENDAR AND MEETING MANAGEMENT* Proactively manage complex and dynamic calendars across multiple priorities, ensuring effective use of executive time.* Coordinate and schedule meetings, including internal and external participants and maintains executives informed of all details.* Maintain real-time awareness of executive availability and ensure accessibility for urgent matters.* Prepare meeting logistics, including agendas, materials, A/V setup, and catering coordination.* Attend meetings as requested to capture notes, track action items, and follow through to completion.* Build strong relationships with administrative and operational teams to facilitate efficient scheduling and coordination.TRAVEL MANAGEMENT* Coordinate complex travel arrangements in partnership with the Travel Department, including itinerary planning and booking confirmations.* Monitor travel schedules and proactively communicate updates, delays, or changes.* Ensure all travel logistics and documentation are prepared in advance.* Provide support within the firm’s travel systems as needed.BILLING & TIME ENTRY* Manage attorney time entry processes, including assigning appropriate task codes, reviewing entries for compliance with client billing guidelines, reconciling discrepancies, and ensuring timely submission of all attorney time records.* Serve as the primary liaison between attorneys and the billing department by conducting initial reviews of pro forma invoices, identifying and correcting billing errors, recommending revisions, coordinating updates with attorneys, and obtaining approval for final client invoices.* Support attorneys in addressing client billing inquiries, fulfilling requests for billing-related information, and resolving invoicing issues to ensure accurate and timely client service.FILE AND INFORMATION MANAGEMENT* Maintain organized electronic and physical filing systems to support efficient document retrieval and recordkeeping.* Manage file lifecycle, including archiving, offsite storage coordination, and document cleanup for efficiency and compliance.PROJECT AND OPERATIONAL MANAGEMENT* Support firm initiatives and projects by collecting, organizing, and synthesizing information for executive review.* Independently manage assigned projects, ensuring deadlines are met and stakeholders are kept informed.* Identify opportunities to improve administrative and operation processes and implement solutions to enhance efficiency and effectiveness.TEAM AND OFFICE CONTRIBUTION* In collaboration with the Administrative Manager, provide guidance, training, and support to others as needed.* Contribute to team best practices, knowledge sharing, and continuous improvement efforts.* Perform other duties and responsibilities as assigned to support evolving business needs.**TOOLS*** Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint).* Ability to learn and leverage firm systems and technology tools.**MINIMUM JOB QUALIFICATIONS*** Bachelor’s degree preferred; high school diploma or equivalent required.* 10+ years of experience providing executive-level support to senior leadership.* Demonstrated ability to handle highly confidential and sensitive information with discretion.* Exceptional organizational, communication, and time management skills.* Proven ability to prioritize competing demands in a fast-paced environment.* Strong analytical and problem-solving skills, with the ability to synthesize information and support decision-making.* Ability to work independently with minimal supervision while maintaining high attention to detail.* Ability to interact successfully with all levels of the organization.**PHYSICAL DEMANDS**Writing, typing, reading, speaking, hearing, seeing, sitting, bending, reaching, lifting up to 25 lbs.**WORKING CONDITIONS**Quiet office environment in a high-rise building, seated the majority of the time.**DIRECT REPORTS**None.**COMPETENCIES****Communicates effectively**Developing and delivering multi-mode communications that convey a clear understanding of the unique needs of different audiences.**Being resilient**Rebounding from setbacks and adversity when facing difficult situations.**Collaborates**Building partnerships and working collaboratively with others to meet shared objectives.**Instills trust**Gaining the confidence and trust of others through honesty, integrity, and authenticity.**Customer focus**Building strong customer relationships and delivering customer-centric solutions.**Drives results**Consistently achieving results, even under tough circumstances.**Situational adaptability**Adapting approach and demeanor in real time to match the shifting demands of different situations.**Interpersonal savvy**Relating openly and comfortably with diverse groups of people.**Optimizes work processes**Knowing the most effective and efficient processes to get things done, with a focus on continuous improvement.**Resourcefulness**Securing and deploying resources effectively and efficiently.*This job description is intended to describe the general nature and level of the work being performed by employees in this job. It is not intended to be a complete list of all responsibilities, duties and skills required for this job classification.*
- J-18808-Ljbffr Munger, Tolles & Olson LLP
Vacancy posted 3 days ago
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