Senior Executive Assistant

D3 Search is actively seeking a Snr. Legal Executive Secretary for an elite NY-based law practice with a well-established office located in Los Angeles, CA (90067)

Position Title 🎯 :

Snr. Legal Executive Secretary

• Note (REQUIREMENTS/MANDATORY): 10+ years previous high-level Snr. Executive Assistant (Legal EA) experience. Background & experience in corporate transactions and/or entertainment transactions/sports law supporting a Managing Partner or C-Suite members (CEO, CFO, GC).

Location/Map 📌 :

Los Angeles, CA (90067)

Employer Work Model:

Hybrid 3/2 work model (3 onsite & 2 remote).

Position Summary 📒 :

Elite NY-based multi-service law practice seeks a Snr. Executive Legal Secretary who will be responsible for the day-to-day administrative support for the firm’s Co-Chair , who is based in the Century City office .

Responsibilities include high-level administrative tasks, coordination of meetings, travel and special projects. The Snr. Executive Legal Secretary will also have knowledge of firm policies and procedures and familiarity with the management teams and various legal departments within the firm.

Primary Responsibilities and/or Essential Functions 🖥 :

• Provide dedicated support to the Firm Co-Chair, proactively manage dynamic calendars in multiple time zones, detailed travel arrangements, complex itineraries and comprehensive agendas.
• Coordinate the scheduling of meetings and provide support, e.g. ensure Co-Chair and other meeting attendees have agendas, presentations or other materials in advance of all meetings, provide logistical details to internal and external attendees and transcribe minutes as requested.
• Manage and maintain a constantly evolving calendar, being readily available, responsive and efficient when urgent or time-sensitive scheduling requests come in, working closely with team members to address unexpected changes or conflicts, and ensuring that calendars are as accurate as possible (i.e. that extraneous “holds” or cancelled meetings are cleared, and that the status of unaccepted invites is resolved wherever possible.)
• Communicate directly with other members of the management team and/or their assistants, and comprehensive follow up on action items to ensure their completion in advance of deadlines.
• General administration including answering and directing phone calls, filing and printing.
• Heavy client contact and scheduling of appointments and meetings, arrange for conference rooms, and communicate information to all respective parties.
• Answer the telephone, screen and process incoming telephone calls. Set up conference calls.
• Track expenses according to itineraries, create and edit expense reports and invoices.
• Document production and editing utilizing Windows, Microsoft Office (Word, Excel and PowerPoint), Microsoft Outlook, Litera Change Pro, Adobe Acrobat, and similar software
• Create, edit, and compile large, complex, heavily formatted documents as well as prepare routine correspondence, memoranda, and other legal documents from draft or dictation. Proofread all documents for accuracy and completeness.
• File correspondence and legal documents in office filing system and document management system as required.
• Outstanding skills in proofreading, redlining, and editing of documents prepared by the attorney. Must ensure accuracy, comprehension, and overall grammar and punctuation.
• Work with attorney to open all new clients/matters.
• Process billing, time entry, and expense reimbursements via internal accounting systems.
• Review/edit/prepare and proofread prebills and invoices; ensure client billing is sent out accurately and timely.
• Review, route and prioritize incoming mail.

General Knowledge, Skills & Abilities 🗝 :

• Highly organized and able to manage sensitive correspondence, draft professional and confidential responses, and safeguard highly sensitive information.
• Ability to work well in a team environment, but also have good judgment to be able to work well independently, especially when making scheduling decisions on behalf of the Co-Chair.
• Ability to work efficiently and thoughtfully in an extremely fast-paced environment.
• Ability to juggle various assignments simultaneously and pivot quickly when unexpected issues arise.
• Ability to communicate in a concise and efficient manner, both in written and verbal communications.
• Proficient in iManage, Embu…