Executive Legal Assistant

Must have Law Firm Experience Are you a pro at keeping things organized, anticipating needs, and ensuring everything runs smoothly? We’re looking for an exceptional Executive Legal Assistant to support our principal/firm owner in all aspects of day-to-day operations. If you excel at managing schedules, communicating with clients, and staying on top of high-stakes deadlines, this could be the perfect role for you What You’ll Do: Calendar & Schedule Management Maintain the Principal’s schedule, handling all appointments and deadlines to keep everything running smoothly. Arrange complex travel plans (flights, hotels, transportation) with precision and accommodate last-minute changes as needed. Prioritize deliverables to keep the Principal focused on critical tasks and deadlines. Client & Communication Excellence Act as the main point of contact between the Principal, team members, and external contacts, ensuring clear and consistent communication. Exceed client expectations by delivering a high-touch client experience. Schedule and facilitate introductory calls with potential clients, manage the Principal’s inbox, and ensure timely follow-up on important messages. Document Preparation & Organization Draft, proofread, and format high-quality documents, including contracts, motions, and presentations, that are ready for court or client review. Transcribe dictation and maintain accurate case summaries and progress notes. Organize and maintain the firm’s filing system, ensuring documents are easily accessible and meticulously organized. Billing & Expense Oversight Track billable hours, assist with client invoicing, and manage case-related expenses. Use tools like QuickBooks and Clio to streamline billing processes and maintain accuracy. Team Culture & Confidentiality Contribute to a positive, client-centered work environment by supporting team initiatives and upholding a culture of excellence. Handle sensitive information with the utmost confidentiality and discretion. What You’ll Bring: Experience & Skills 5 years as an executive assistant with extensive scheduling and organizational responsibilities. 3 years as a legal assistant in a fast-paced law firm, ideally supporting multiple partner-level attorneys. Proficiency in Microsoft Suite (Word, Excel, PowerPoint) and experience with legal billing software (QuickBooks, Clio) is highly beneficial. Familiarity with California State Bar requirements and court filings is a plus. Abilities Strong understanding of legal terminology and court procedures, with exceptional proofreading skills and a sharp eye for detail. Able to work independently, exercise judgment, and know when to seek input, ensuring efficient use of time and resources. Superior organizational skills, with a proactive approach to managing tasks and deadlines. A dedication to client service and a professional demeanor that fosters strong interpersonal relationships. Education High school diploma required; bachelor’s degree preferred. Work Environment & Benefits This role offers a flexible remote work environment with occasional in-person meetings (1-4 times per month) at the Principal’s home office. We value a supportive, growth-oriented culture focused on excellence and client service.