Executive Assistant Job at SourcePro Search, LLC in San Francisco

The ideal candidate will be responsible for organizing and facilitating the execution of the strategic planning, client service efforts, recruiting and community outreach for the San Francisco office. The Executive Assistant will report to the Managing Partners of the San Francisco Office.

The Executive Assistant must establish and maintain strong relationships with attorneys and staff professionals, foster open communication, trust and credibility and serve as trusted counsel to the Managing Partners of the San Francisco Office.

This role is hybrid and will require you to be in office three days a week.

Responsibilities

• With office leadership, organize and facilitate the execution of strategic initiatives for the San Francisco office, including:
  • Create and maintain systems and processes to streamline office and practice group operations.
  • Participate in a variety of internal and external meetings to include San Francisco development meetings, client team meetings and board meetings. Prepare agendas, reports and provide relevant data/information and outreach plans as requested.
  • Organize and support office strategic initiatives by taking notes in meetings, organizing projects and assuming responsibility for completion of action items.
  • Track projects, follow up and report to office leadership regarding progress.
  • Track and monitor client and prospective client opportunities.
  • For training programs including presentations to clients, coordinate the preparation of CLE materials in a timely manner, manage scheduling, work with Firm personnel to ensure accreditation and follow up as needed.
    • Update and maintain existing presentations by the Managing Partners of the San Francisco Office for internal and external programs.
  • Oversee a variety of special projects to include diversity initiatives and reporting, community outreach and pro bono efforts.
  • Coordinate programs in alignment with the Firm's vision, mission and values.
• Directly support the Managing Partners of the San Francisco Office and manage day-to-day operations and logistics, including:
  • Coordinate the schedule and calendar for the Managing Partners of the San Francisco Office and maintain the office task list and team assignments.
  • Organize and prioritize demands on the time of the Managing Partners of the San Francisco Office.
    • Coordinate calendar appointments strategically and review/monitor on a daily and weekly basis.
      • Coordinate logistical details.
      • In advance of meetings and calls, prepare or gather all necessary materials for the Managing Partners of the San Francisco Office.
    • Manage and coordinate travel itineraries, dining and hotel reservations for the office leadership.
    • Maintain continuous review of email correspondence to and from the Managing Partners of the San Francisco Office to anticipate needs and prioritize scheduling matters.
      • Draft letters, emails, reports and other correspondence on behalf of the Managing Partners of the San Francisco Office as requested.
    • Manage and collaborate with the Managing Partners of the San Francisco Office to track and complete the following:
      • Expense reports for Managing Partners of the San Francisco Office.
      • Edit prebills, review prebills, and track payments.
      • New Business Intake forms, conflicts checks for new matters and applicable engagement letters.
      • Donations to civic events and any firm donations requested.
      • Respond to client audit letters.
      • Maintain and update the bio and other marketing materials for the leaders of the San Francisco Office.
      • Maintain existing lists for trials, court cases and case lists, in coordination with the Firm's Managing Attorney's Office.
      • Maintain lists for holiday gifts and coordinate the timely dissemination of cards and gifts.
    • Collaborate with office leadership, the Chief Integration and Development Officer, the Talent Management team and other professionals at the Firm on various office initiatives, including:
      • Working with the legal personnel team, to schedule candidates for interviews with attorneys.
      • Organize internal and external meetings and events for Firm personnel, clients, prospective candidates, law students and outside parties to achieve office initiatives. Coordinate with Firm personnel and vendors, compile event guest lists and prepare talking points as needed.
    • Collaborate with office leadership, the Firm's marketing department and other professionals at the Firm on various initiatives, including:
      • Serve as client liaison as requested.
      • Facilitate review and approval of submissions for rankings in Chambers, Leaders League and other publications and prepare talking points for interviews.
      • Submission and tracking of awards and surveys.
      • Preparation for pitch meetings and coordinate new client meetings.
    • Perform other tasks as assigned.

• Bachelor's degree preferred
• 5+ years' of related work experience
• Exceptional verbal and written communication skills
• Strong attention to detail
• Proven ability to effectively coordinate with senior management
• Strong interpersonal skills and emotional intelligence
• Ability to work strategically and collaboratively across departments
• Effective, versatile and action-oriented
• Remains calm and organized under pressure, prioritizes agendas and balances multiple projects concurrently
• Understands development of complex strategy, effective alignment of tactical needs and project implementation planning
• Ability to work independently and with minimal supervision
• Anticipates potential risks and offers suggestions about ways to mitigate them
• Ability to work additional hours including some weekends and evenings as needed