Executive Assistant
On-siteCosta Mesa, California, United States
Job Summary
Manage complex, shifting calendars across time zones and offices, proactively resolving scheduling conflicts and coordinating travel arrangements including flights, lodging, and ground transportation. Maintain a list of deadlines, screen and prioritize incoming communications, and serve as a liaison between executives, internal staff, partners, and external vendors. Draft and proofread correspondence, prepare meeting agendas and briefing documents, take notes, and track follow-up action items. Organize digital and physical filing systems for sensitive documents, assist with cross-office initiatives, and support special projects spanning HR, operations, compliance, and firm administration.
Required Qualifications
- 3+ years of experience as an Executive Assistant, Senior Administrative Assistant, or similar role supporting senior leadership, ideally within a law firm or professional services environment
- Excellent written and verbal communication skills
- Strong proficiency with Microsoft Office (Outlook, Word, Excel, PowerPoint) and calendar management tools
- Exceptional organizational skills and the ability to manage multiple priorities under deadline pressure
- High degree of discretion and sound judgment when handling confidential information
Desired Qualifications
- Bachelor's degree preferred, though equivalent professional experience will be considered
- Experience supporting leadership across multiple office locations or multi-state operations
- Familiarity with legal industry tools such as iManage, Clio, or Litify/Salesforce
- Prior exposure to HR, payroll, or firm administration functions
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