• Location: Palo Alto, California
• Type: Direct Hire
• Job #891
• Salary: $95,000 - $110,000

Permanent Placements is seeking an Executive Assistant to join our prestigious client's Palo Alto office.  This position will be a hybrid position with 4 days in the office and 1-day WFH (either Mondays or Fridays on a rotation basis). 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

• Candidates with experience supporting attorneys in Litigation, Intellectual Property, and/or Corporate law are a plus, but not required.

Education & Experience

• High school diploma or equivalent

• Minimum of three years of experience in an office environment or an equivalent combination of education and experience

Benefits

The overall well-being of our team is important to us.  We offer generous benefits to help you achieve wellness in all areas of your life. 

• Competitive salaries and year-end discretionary bonuses.

• Comprehensive health care (medical, dental, vision), savings plan/401(k) and voluntary benefits.

• Generous paid time off.

• Paid leave options, including parental.

• In-classroom, remote, and on-demand learning and professional development opportunities.

• Robust well-being classes and programs.

• Opportunities to give back and make an impact in local communities.