Executive Assistant

At Stout, we’re dedicated to exceeding expectations in all we do – we call it Relentless Excellence ® . Both our client service and culture are second to none, stemming from our firmwide embrace of our core values: Positive and Team-Oriented, Accountable, Committed, Relationship-Focused, Super-Responsive, and being Great communicators. Sound like a place you can grow and succeed? Read on to learn more about an exciting opportunity to join our team. Impact You’ll Make

• Keep core practice operations moving by coordinating schedules, communications, documentation, and time-sensitive follow-up across internal and external stakeholders.
• Provide operational continuity across the engagement lifecycle, including setup, conflict checks, engagement documentation, billing coordination, receivables tracking, and closeout.
• Own the logistics and process administration behind recruiting workflows, including complex interview scheduling, candidate communication, ATS documentation, and campus or Super Day coordination.
• Maintain reliable tracking and reporting that gives leaders visibility into engagement, recruiting, business development, and office priorities.
• Support local market presence and team connection through CRM administration, client and case research, event execution, and regional employee engagement initiatives.

What You’ll Do PRACTICE & LEADERSHIP OPERATIONS

• Manage complex calendars, meeting schedules, conference calls, travel, and changing priorities for Los Angeles DCI leaders and team members.
• Prepare, track, and reconcile expense reports and related documentation for team leadership.
• Maintain organized records, shared files, internal trackers, and status documentation so current information is easy to access and action.
• Coordinate across Accounting, Legal, Marketing, IT, recruiting, and project teams to resolve operational issues and keep deadlines on track.
• Support internal reporting, recurring practice processes, office operations, and ad hoc projects that require structured follow-up and clear ownership.
• Identify scheduling conflicts, missing information, process gaps, or overdue actions and escalate them early to the appropriate stakeholder.

ENGAGEMENT LIFECYCLE & FINANCIAL OPERATIONS

• Coordinate engagement setup and lifecycle administration, including project codes, conflict checks, internal approvals, required documentation, and closeout activities.
• Draft and coordinate engagement letters in partnership with senior professionals and Legal, and maintain accurate records of approvals and executed documents.
• Track retainers, billing status, accounts receivable, and other engagement metrics; follow up with leadership, Finance, and project teams when action is needed.
• Prepare client and project materials, organize engagement documentation, and support teams with Excel-based analysis and research.
• Maintain status tracking across active engagements so deadlines, financial items, documentation needs, and next actions are visible to the team.
• Conduct case and docket research using Lex Machina and PACER, and manage Law360 monitoring and internal distribution for relevant DCI matters.

MARKETING, CRM & MARKET INTELLIGENCE

• Support business development and marketing initiatives in coordination with DCI professionals and the Marketing team, with ownership of assigned logistics and follow-up.
• Maintain HubSpot CRM data, including contact records, relationship information, activity notes, and deal tracking, with attention to completeness and accuracy.
• Research clients, law firms, attorneys, case activity, and market developments to support meeting preparation and business development planning.
• Prepare presentation materials, client background information, and meeting support documents for senior professionals.
• Coordinate logistics for local marketing efforts, client-facing events, professional-development programs, and other practice initiatives.
• Build and maintain relationships with young professionals and attorneys in the Los Angeles market to support local connectivity and business development efforts.

REGIONAL ENGAGEMENT & OFFICE OPERATIONS

• Support regional employee engagement initiatives and cross-office programming, including Employee Resource Partner responsibilities as assigned.
• Lead or coordinate internal event programming focused on employee connection, professional development, and cross-team collaboration.
• Plan and execute …