Fenwick & West
Executive Assistant (SV)
Fenwick & West, Los Angeles, California, United States,
Job Description Summary
The Firm’s Executive Assistant (“EA”) provides proactive administrative support to the Firm’s partners in a leadership capacity and is considered an integral part of the partner’s practice. Besides conventional administrative tasks, an EA’s role involves performing duties that can influence a partner’s success, and includes tasks such as business development, maintaining client relationships, and overseeing contact management. EA’s are responsible for thoroughly managing and reducing some of the partner’s administrative duties thereby giving the partner more time to dedicate to attorney-specific duties. This includes proactively managing the partner’s day-to-day schedule and operations. Understanding critical objectives, strict deadlines, being able to anticipate and read the moment, and fostering cooperation, are just some of the functions that are all integral to this role.
This position offers a hybrid schedule and requires three days onsite in our Mountain View office with the possibility of additional required in-office days depending on business and client needs. The work schedule for this position (non-exempt) will be 40 hours per week, Monday - Friday, from 9 am - 6 pm.Job Description
Meticulously manage and prioritize an exceptionally active calendar of appointments/events, including coordinating, managing, and maintaining partner schedules, arranging client meetings, setting up speaking engagements, oversight of events, and general appointments.Work closely and effectively with the partner to keep them well informed of upcoming commitments and responsibilities, be proactive in following up appropriately and providing solutions to conflicts/issues that arise.Take initiative to ensure the partner is prepared for their day, week as well as any scheduled meetings or business travel.Screen calls and in-person requests applying excellent judgment when responding to requests for partner time. Serve as a “gatekeeper” ensuring the partner’s schedule is strictly adhered to and is optimized for efficiency and productivity.Streamline, analyze, compose, and prepare correspondence that is frequently confidential in nature requiring a keen attention to detail, discretion, and a thorough understanding of both the context and content.Document management by copying, reviewing incoming mail or email, scanning, and e-filing documents, and consistently maintaining the partner’s files (predominantly electronic and some paper records) showing proficiency in handling in line with the Firm’s confidentiality and security policies.Arrange detailed travel plans and provide itineraries, and agendas; understand and consider travel preferences and affinity programs; ensure arrangements are within Firm or client guidelines for travel costs.Prioritize conflicting needs; handle matters expeditiously, proactively, and follow-through on tasks and projects to successful completion, often with deadline pressures.Complete critical aspects of deliverables and special assignments by establishing objectives; determining priorities; managing time effectively; gaining the cooperation of others; vigilantly monitoring progress; problem-solving; and adjusting plans with minimal supervision.Enhance partner’s standing by accepting ownership for accomplishing new and different requests (e.g., social media coordination).Provide back-up support to other partners or team members as necessary, demonstrating flexibility, adaptability, and underscoring a team-centric approach to fostering a supportive work environment while ensuring a seamless operation.Actively seek ways to apply innovative methods of working and consistently seek improvements in work processes.Perform complex and specialized administrative tasks using independent judgment.Solid understanding of the litigation process; familiarity with e-filing procedures and patent litigation; may assist with filings.At all times, represent Firm and leadership in a highly polished and professional manner.Perform other related duties or special projects, as assigned.Client Billing
Routinely review monthly bills for consistency, accuracy, spelling and substance, learning partner’s preferred billing practices; check bills for consistency against special engagement terms.Respond to client requests for month-end estimates, as necessary.Assist in monitoring A/R and collections and identify issues, as necessary.Work closely with billing coordinator to ensure accurate execution of billing and collection instructions and follow-up.Depending on the requirements for specific partners, an EA may be granted access to the Finance Department’s Aderant System.Possess knowledge for handling and tracking deal wire payments. Provide occasional handling of client investment checks.Business Development And Client Maintenance
Assist partner in business development efforts which may include organizing and maintaining the partner’s key contacts, coordinating with Marketing and Finance on pitch meeting preparation, creating or editing PowerPoint presentations, and updating the CRM database with relevant lead and pitch information.Support the partner with client maintenance by onboarding new clients; ensuring regular contact with key clients; managing LinkedIn and other social media.Maintain partner’s bio and social media profile(s) with relevant new information.Plan, book, and organize small events, ensuring seamless coordination and execution from initial concept to completion.Handle client gifting, including selecting items and coordinating delivery.Practice Administration (may Include)
Maintaining, creating, or updating relevant reports, including budgets.Project management of key practice administration initiatives.Preparing agendas and materials for practice group meetings.Creating, revising, and updating specific PowerPoint presentations.Ability to travel as needed for trial/trial preparation.Desired Skills And Qualifications
Possess a high level of anticipatory skills to prepare for any situation in a seamless manner.Possess excellent judgement and critical thinking skills and be proactive with solutions.Capable of working independently and making decisions independently but also effective working in and with a team.Possess a high level of accountability. Consistently able to deliver and meet deadlines.Possess the ability to continually evolve and be flexible to the changing needs of the partner(s) and Firm.Possess an understanding of financial transactions, and a strong commitment to ethical practices.Excellent verbal and written skills with the ability to communicate effectively with employees at all levels across the Firm.Proficient in Microsoft Office (Outlook, Word, Excel, and Power Point), Adobe Acrobat, and Social Media web platforms.Working knowledge of Salesforce preferred.Reporting to the Senior Manager of Legal Administrative Services, the ideal candidate will have 5+ years of experience supporting a law firm Partner or C-level Executive and prior litigation experience is strongly preferred. A bachelor’s degree is preferred, or equivalent experience or relevant certifications.Benefits And Compensation Details
At Fenwick, we believe that our partners and employees are our most important asset. Helping you and your families achieve and maintain good health - physical, emotional, and financial - is the reason we offer a comprehensive benefit program.The Anticipated Range For This Position Is
$107,000 - $145,250. Depending on the role, the actual base salary offered may depend upon a variety of factors.A discretionary bonus for eligible employees may also be available based on performance.
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The Firm’s Executive Assistant (“EA”) provides proactive administrative support to the Firm’s partners in a leadership capacity and is considered an integral part of the partner’s practice. Besides conventional administrative tasks, an EA’s role involves performing duties that can influence a partner’s success, and includes tasks such as business development, maintaining client relationships, and overseeing contact management. EA’s are responsible for thoroughly managing and reducing some of the partner’s administrative duties thereby giving the partner more time to dedicate to attorney-specific duties. This includes proactively managing the partner’s day-to-day schedule and operations. Understanding critical objectives, strict deadlines, being able to anticipate and read the moment, and fostering cooperation, are just some of the functions that are all integral to this role.
This position offers a hybrid schedule and requires three days onsite in our Mountain View office with the possibility of additional required in-office days depending on business and client needs. The work schedule for this position (non-exempt) will be 40 hours per week, Monday - Friday, from 9 am - 6 pm.Job Description
Meticulously manage and prioritize an exceptionally active calendar of appointments/events, including coordinating, managing, and maintaining partner schedules, arranging client meetings, setting up speaking engagements, oversight of events, and general appointments.Work closely and effectively with the partner to keep them well informed of upcoming commitments and responsibilities, be proactive in following up appropriately and providing solutions to conflicts/issues that arise.Take initiative to ensure the partner is prepared for their day, week as well as any scheduled meetings or business travel.Screen calls and in-person requests applying excellent judgment when responding to requests for partner time. Serve as a “gatekeeper” ensuring the partner’s schedule is strictly adhered to and is optimized for efficiency and productivity.Streamline, analyze, compose, and prepare correspondence that is frequently confidential in nature requiring a keen attention to detail, discretion, and a thorough understanding of both the context and content.Document management by copying, reviewing incoming mail or email, scanning, and e-filing documents, and consistently maintaining the partner’s files (predominantly electronic and some paper records) showing proficiency in handling in line with the Firm’s confidentiality and security policies.Arrange detailed travel plans and provide itineraries, and agendas; understand and consider travel preferences and affinity programs; ensure arrangements are within Firm or client guidelines for travel costs.Prioritize conflicting needs; handle matters expeditiously, proactively, and follow-through on tasks and projects to successful completion, often with deadline pressures.Complete critical aspects of deliverables and special assignments by establishing objectives; determining priorities; managing time effectively; gaining the cooperation of others; vigilantly monitoring progress; problem-solving; and adjusting plans with minimal supervision.Enhance partner’s standing by accepting ownership for accomplishing new and different requests (e.g., social media coordination).Provide back-up support to other partners or team members as necessary, demonstrating flexibility, adaptability, and underscoring a team-centric approach to fostering a supportive work environment while ensuring a seamless operation.Actively seek ways to apply innovative methods of working and consistently seek improvements in work processes.Perform complex and specialized administrative tasks using independent judgment.Solid understanding of the litigation process; familiarity with e-filing procedures and patent litigation; may assist with filings.At all times, represent Firm and leadership in a highly polished and professional manner.Perform other related duties or special projects, as assigned.Client Billing
Routinely review monthly bills for consistency, accuracy, spelling and substance, learning partner’s preferred billing practices; check bills for consistency against special engagement terms.Respond to client requests for month-end estimates, as necessary.Assist in monitoring A/R and collections and identify issues, as necessary.Work closely with billing coordinator to ensure accurate execution of billing and collection instructions and follow-up.Depending on the requirements for specific partners, an EA may be granted access to the Finance Department’s Aderant System.Possess knowledge for handling and tracking deal wire payments. Provide occasional handling of client investment checks.Business Development And Client Maintenance
Assist partner in business development efforts which may include organizing and maintaining the partner’s key contacts, coordinating with Marketing and Finance on pitch meeting preparation, creating or editing PowerPoint presentations, and updating the CRM database with relevant lead and pitch information.Support the partner with client maintenance by onboarding new clients; ensuring regular contact with key clients; managing LinkedIn and other social media.Maintain partner’s bio and social media profile(s) with relevant new information.Plan, book, and organize small events, ensuring seamless coordination and execution from initial concept to completion.Handle client gifting, including selecting items and coordinating delivery.Practice Administration (may Include)
Maintaining, creating, or updating relevant reports, including budgets.Project management of key practice administration initiatives.Preparing agendas and materials for practice group meetings.Creating, revising, and updating specific PowerPoint presentations.Ability to travel as needed for trial/trial preparation.Desired Skills And Qualifications
Possess a high level of anticipatory skills to prepare for any situation in a seamless manner.Possess excellent judgement and critical thinking skills and be proactive with solutions.Capable of working independently and making decisions independently but also effective working in and with a team.Possess a high level of accountability. Consistently able to deliver and meet deadlines.Possess the ability to continually evolve and be flexible to the changing needs of the partner(s) and Firm.Possess an understanding of financial transactions, and a strong commitment to ethical practices.Excellent verbal and written skills with the ability to communicate effectively with employees at all levels across the Firm.Proficient in Microsoft Office (Outlook, Word, Excel, and Power Point), Adobe Acrobat, and Social Media web platforms.Working knowledge of Salesforce preferred.Reporting to the Senior Manager of Legal Administrative Services, the ideal candidate will have 5+ years of experience supporting a law firm Partner or C-level Executive and prior litigation experience is strongly preferred. A bachelor’s degree is preferred, or equivalent experience or relevant certifications.Benefits And Compensation Details
At Fenwick, we believe that our partners and employees are our most important asset. Helping you and your families achieve and maintain good health - physical, emotional, and financial - is the reason we offer a comprehensive benefit program.The Anticipated Range For This Position Is
$107,000 - $145,250. Depending on the role, the actual base salary offered may depend upon a variety of factors.A discretionary bonus for eligible employees may also be available based on performance.
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