Senior Executive Assistant

Senior Executive Assistant

Position Type: Full Time Exempt

On-site (in-office x5 days a week)

Location: Los Angeles

Residency Requirements:

Washington D.C. For all positions based in the Washington, D.C. office, residency within Washington D.C., Maryland or Virginia and within a reasonable commutable distance to the assigned office is required depending on the firm’s discretion and the nature of the role. Los Angeles and San Francisco Offices For all positions based in the Los Angeles and San Francisco offices, residency within the state of California and within a reasonable commutable distance to the assigned office is required depending on the firm’s discretion and the nature of the role.

Salary Range: $150,000 - $175,000*

* The salary range is the one that Munger, Tolles & Olson LLP reasonably expects to pay for this position. The salary range does not guarantee, obligate, nor set expectations of an applicant’s wage in the event of hire. The posted range is only one component of Munger, Tolles & Olson LLP’s Total Rewards package.

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SUMMARY

Job Functions & Responsibilities

The Senior Executive Assistant provides high-level, strategic administrative and operational support to attorney firm leadership. This role serves as a trusted partner, managing complex priorities with discretion, sound judgment, and a deep understanding of firm operations.

The Senior Executive Assistant operates with a high degree of autonomy, anticipating needs, streamlining workflows, and ensuring seamless execution of day-to-day activities. This is a highly visible role that regularly interfaces with partners, senior leadership, and stakeholders across the firm.

Due to the nature of executive-level support, this role requires flexibility in work hours and availability outside of standard business hours, as needed, to support time-sensitive priorities and firm leadership.

JOB FUNCTIONS

EXECUTIVE SUPPORT AND ADMINISTRATION

• Serves as a primary point of contact for assigned executives, exercising discretion and sound judgment in handling sensitive and confidential matters.
• Manage incoming communications, including calls, emails, and correspondence; triage priorities and respond or escalate as appropriate.
• Anticipate executive needs by proactively monitoring priorities, deadlines, and follow-ups.
• Draft, proofread, and edit correspondence, presentations, and other documents to ensure accuracy, professionalism, and alignment with firm standards.
• Maintain and update contact records and relevant databases.
• Manage mail distribution, courier services, and shipping logistics.
• Process expense reports and vendor invoices, ensuring timely submission, tracking, and resolution of discrepancies
• Coordinate distribution of legal work through centralized functions and track completion status.
• Proactively aligns with assigned executives on priorities, emerging needs, and follow-up actions to ensure seamless execution.

CALENDAR AND MEETING MANAGEMENT

• Proactively manage complex and dynamic calendars across multiple priorities, ensuring effective use of executive time.
• Coordinate and schedule meetings, including internal and external participants and maintains executives informed of all details.
• Maintain real-time awareness of executive availability and ensure accessibility for urgent matters.
• Prepare meeting logistics, including agendas, materials, A/V setup, and catering coordination.
• Attend meetings as requested to capture notes, track action items, and follow through to completion.
• Build strong relationships with administrative and operational teams to facilitate efficient scheduling and coordination.

TRAVEL MANAGEMENT

• Coordinate complex travel arrangements in partnership with the Travel Department, including itinerary planning and booking confirmations.
• Monitor travel schedules and proactively communicate updates, delays, or changes.
• Ensure all travel logistics and documentation are prepared in advance.
• Provide support within the firm’s travel systems as needed.

BILLING & TIME ENTRY

• Manage attorney time entry processes, including assigning appropriate task codes, reviewing entries for compliance with client billing guidelines, reconciling discrepancies, and ensuring timely submission of all attorney time records.
• Serve as the primary liaison between attorneys and the billing department by conducting initial reviews of pro forma invoices…