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.