• Position Locations: Palo Alto
• Salary: $96,500 - $130,000
• Schedule: 3/2 Hybrid
• Practice Area: GENERAL PRACTICE

Firm Description:
Our client is one of the world’s largest law firms, with over 4,000 attorneys across more than 40 countries. Known for its expansive global reach and full-service capabilities, the firm advises leading corporations, financial institutions, and governments on complex legal and business matters. Core practice areas include corporate and finance, litigation, intellectual property, real estate, tax, and regulatory affairs. The firm is recognized for its innovative approach, collaborative culture, and commitment to sustainability, diversity, and pro bono service.

Position Description:
Permanent Placements is seeking an experienced Legal Executive Assistant (5+ yrs.) to support a Sr. Executive Partner by managing the daily operations of their practice. This role enables this Partner to focus on developing and sustaining their practice by providing executive‑level administrative support, managing workflows, and serving as a trusted business partner.

Candidates will act as a central point of coordination for the attorney’s practice, facilitating communication, delivering critical information, ensuring the accuracy of meetings and materials, and helping execute against client and practice priorities. This role works closely with a team of Legal Administrative Assistants and Legal Support Assistants to ensure seamless, high‑quality support across the legal team.

This position requires advanced administrative expertise, a strong understanding of legal processes and documentation, sound judgment, and exceptional professionalism. Candidates will play a critical role in ensuring the smooth operation of the attorney’s practice area and represents the firm with discretion and integrity.

Location

This position is based in the firm’s Palo Alto office and offers a hybrid work environment where employees will work in the office 3 days a week and be able to work from home 2 days a week.  Newly hired employees will be required to work in the office for the first 60 days to complete training & onboarding and gain familiarity with the team.

Responsibilities

• Manage & support attorney‑led projects, ensuring deadlines are met and work is completed efficiently.  Consult with attorneys & administrative teams to monitor progress and adhere to project milestones.
• Serve as a primary liaison between Sr. Executive Partner, other attorneys, clients, and internal departments, exercising independent judgment when responding on behalf of the attorney.
• Build and maintain strong professional relationships to promote effective collaboration; provide clear direction, constructive feedback, and conflict resolution as needed.
• Delegate and coordinate assignments with other Legal Support Assistants and centralized support teams, monitoring progress and communicating status updates to ensure successful outcomes.
• Collaborate with other Legal Executive Assistants and Legal Administrative Assistants on complex or cross‑practice initiatives. Provide mentorship and ongoing support to other members of the administrative support team.
• Provide feedback and coaching to support the professional development of support staff assisting the attorney’s team.
• Draft, proofread, and finalize legal documents, correspondence, and presentations; review final work product for accuracy and provide feedback to improve efficiency and quality.
• Support day‑to‑day information governance and records management (iManage) for client and matter work, including maintaining materials in approved repositories and assisting with matter close‑out activities.
• Conduct research on behalf of the attorney & practice group and compile materials for case preparation, briefings, and presentations.
• Coordinate meeting logistics with internal and external stakeholders, including agendas, materials, and follow‑up on requests generated during meetings.
• Oversee billing‑related processes, including approvals and prebill coordination; act as an attorney proxy to resolve billing questions and ensure timely delivery of final invoices.
• Manage the attorney’s complex calendar, meeting scheduling, conflict resolution, and complex travel arrangements. Proactively communicate competing priorities and recommend solutions.
• Ensure time entry and expense submissions are assigned appropriately and processed accurately and on schedule.

Desired Skills and Competencies

• Exceptional written and verbal communication skills, with the ability to convey complex information clearly and concisely.
• Demonstrated professionalism, discretion, and sound judgment in handling confidential and sensitive matters.
• In‑depth knowledge of legal administrative processes, procedures, and documentation.
• Highly organized, process‑driven, and detail‑oriented, with strong time‑management and multitasking abilities.
• Proactive, solutions‑oriented mindset with the ability to anticipate attorney and client needs.
• Advanced proficiency with Microsoft Word, PowerPoint, and Excel, as well as experience using legal research tools, case management systems, and accounting or billing platforms.
• Comfort adapting to evolving technologies, including application upgrades and AI‑powered tools for document production, review, and research.
• Proficiency with virtual collaboration tools such as Zoom and Microsoft Teams.
• Ability to work effectively under pressure in a demanding, fast‑paced environment and to seek support from firm resources when appropriate.

Education and Experience

• Candidate must have at least a high school diploma or GED.
• Candidates that have an Associate or Bachelor’s degree in Legal Studies, Paralegal Certification, Business Administration, or a related field are a plus but not required

Minimum Experience

• At least five years of experience in a senior administrative or executive assistant role within a law firm, supporting upper‑level leadership.
• Candidates with experience supporting Emerging Growth, Venture Capital, Corporate, or other transactional practice groups are a BIG plus, but not required.

Essential Job Expectations

• Communicate professionally and effectively with attorneys, clients, business professionals, and third parties.
• Deliver accurate, timely, and high‑quality work product.
• Meet deadlines while managing competing priorities.
• Foster positive and collaborative working relationships.
• Comply with firm policies, procedures, and professional standards.
• Perform both sedentary work and limited physical tasks consistent with a professional office environment.
• Adapt to changing demands and perform additional duties or projects as assigned.

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