Full-Time Executive Assistant

The Opportunity

 We are seeking an Executive Assistant to join our Firm.  This position will be based in our Palo Alto office (hybrid). The Executive Assistant provides assistance to, and manages resources for, partners, counsel, associates and staff attorneys. 

•  Handles standard administrative functions including answering, screening and placing phone calls; opening and routing mail as directed; maintaining files, records, attorney calendars and time records; preparing attorney expense reports. 
•  Proxies into attorney's e-mail (if permission is granted) to process new messages, maintain organized e-mail folders and keep attorney apprised of priorities. Ensures proper filing of emails to retention folders and SRM. 
•  Anticipates attorney needs by proactively identifying potential issues and conflicts and takes the initiative to offer solutions and preempt needs. 
•  Prepares engagement letters and new client/matter memos, and updates active client/matter number lists to assist with the new business process. 
•  Utilizes tracking charts for keeping up-to-date records, with a special focus on billing and new business. 
•  Handles all aspects of document preparation, processing, preparing redlines, PDF creation, conversions and quality control of work product. 
•  Works in tandem with Client Accounting to ensure up-to-date and accurate client billing. 
•  Seeks ways of being energetically responsive to clients, providing superior client service in both small and large ways. 
•  Assists in promoting business development through entry of activities, maintenance of contacts and assembling of mailing lists in InterAction. 
•  Utilizes applications like Excel and PowerPoint to facilitate attorneys’ work. 
•  Researches and makes complex travel arrangements for attorneys, including assisting with visa requirements. 
•  Prepares check requests for vendor invoices. 
•  Delegates work to other departments as necessary, coordinating the completion of delegated work and verifying its accuracy. 
•  Assists with attorney personal work when required. 
•  Ensures proper functioning of all software and hardware being used by attorneys, in consultation with technology support staff. 
•  Performs responsibilities of other support services when needed, including but not limited to printing, scanning, duplicating, quality control, faxing and hand-delivering packages. 
•  Performs special projects as assigned. 
•  Assures that all completed projects adhere to accepted professional standards. 
•  Demonstrates effective interpersonal, written and verbal communication skills to facilitate effective work relationships with others. 
•  Manages Firm resources responsibly. 
•  Complies with and understands Firm operation, policies and procedures. 
•  Performs other related duties and special projects as assigned. 

 Qualifications 

•  Knowledge of relevant firm computer software programs (e.g., Word, Outlook, Excel, PowerPoint), with the ability to learn new software and operating systems 
•  Demonstrates effective interpersonal and communication skills, both verbally and in writing 
•  Demonstrates close attention to detail 
•  Flexibility and willingness to perform a wide range of tasks extending beyond routine expectations 
•  Ability to handle multiple projects and shifting priorities 
•  Ability to work well independently as well as effectively within a team 
•  Ability to synthesize information to prioritize and organize tasks 
•  Ability to work well in a demanding and fast-paced environment 
•  Ability to work in-office at least four days per week to perform in-office administrative functions, maintain physical files, and provide client support services 
•  Frequent physical exertion including sitting, repetitive use of both hands, lifting and carrying up to 10 pounds 
•  Ability to handle sensitive matters and maintain confidentiality 
•  Demonstrates a high level of professionalism 
•  Flexibility and willingness to perform a wide range of tasks extending beyond routine expectations 
•  Flexibility to adjust hours and work the hours necessary to meet operating and business needs