Executive and Office Management Assistant

Hecker Fink LLP is seeking an Executive and Office Management Assistant with demonstrated administrative skills to work in our Los Angeles office. Qualified applicants will be highly motivated; possess strong communication, organizational, and client service skills; and be able to multi-task.

Hecker Fink LLP brings together a high-stakes, cutting-edge litigation practice serving clients across a wide range of practice areas, including commercial litigation, white-collar criminal defense and internal investigations, employment and discrimination, and complex regulatory and securities matters. The firm has also built a pioneering public interest practice geared to the great and urgent challenges of our time.

Since our founding, we have achieved tremendous success and growth, and we seek motivated and talented professionals to join our team.

Responsibilities:

• Serve as the administrative professional for the office: answer phone calls and take detailed messages; prepare and send mail, FedEx packages, and other documents; maintain appropriate files and records.
• Liaise with building management (e.g., with respect to facilities, maintenance issues, tenant meetings, renovations), develop and maintain the LA office list of preferred vendors and coordinate with office-related vendors (e.g., deliveries and shredding services).
• Assist with onboarding new hires by ensuring IT set up and otherwise prepare office space; maintain and update office seating charts. Help train new employees on office-related services and procedures.
• Serve as a primary team member on the firm’s emergency response, disaster recovery, and business-continuity planning task force.
• Provide confidential administrative support of ongoing and ad hoc projects in the LA office. Coordinate travel logistics as needed and assist with expense report reconciliations and reimbursement requests.
• Provide executive administrative support for firm attorneys (both those who are assigned and others as needed) and display excellent follow-up skills. Manage complex calendars, including scheduling, and confirming meetings and conference calls.
• Prepare routine correspondence, memoranda, and legal documents. Must have the ability to master the skills required to complete spreadsheets, reports, and other documents according to firm guidelines.
• Demonstrate sound judgement, discretion, and professionalism in written and oral communication and the ability to navigate multiple competing priorities in a fast-paced, complex environment with limited direction and superior attention to detail.
• Collaborate with the Office Administration team and contribute to the support of events, programs, and projects for the firm.
• Other responsibilities as needed.

Qualifications: The successful candidate will have a combination of employment, educational, and life experience that demonstrates the qualities and skills below:

• Education and Experience: Bachelor’s degree required; at least four years’ prior experience as an administrative professional in a law firm or similar professional-services environment is strongly preferred; comparable experience will be considered.
• Knowledge and Skills: Advanced computer skills including knowledge of MS Word, Outlook, Excel, document management systems, and time-and-billing systems is required.
• Clear Communication and Attention to Detail: You express yourself clearly and concisely, always highlighting the most important information. You show great accuracy, attention to detail and good organizational skills. You proactively communicate the status of your work and share updates with colleagues when necessary. You ensure that your work is mistake free. Top-notch spelling, grammar, and proofreading skills are necessary in this role.
• Confidentiality: You must be able to adhere to Firm policies regarding the protection of confidential data and demonstrate sensitivity to (and good judgment in connection with) confidential attorney, personnel, and Firm matters.
• Flexibility: You are versatile and able to respond quickly and positively to shifting demands and opportunities. You are comfortable in an environment where your responsibilities may vary from day to day. You demonstrate a “no job too big, no job too small” attitude, and take a collaborative, team- focused approach to rejuggling priorities and contributing to Firm tasks.
• Ownership, Initiative, and Teamwork: You take owner…