Executive Assistant

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

Required

• 3+ 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 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