Executive Assistant | Hybrid | Palo Alto, CA

We are seeking an Executive Assistant to join our firm. This position will be based in our Palo Alto office with a hybrid work schedule. The Executive Assistant will support partners, counsel, associates, and staff attorneys by handling a variety of administrative functions and managing resources efficiently.

Key Responsibilities:

• Answer, screen, and place phone calls; open and route mail as directed.
• Maintain attorney calendars, time records, and files, ensuring they are organized and up-to-date.
• Process attorney expense reports and manage email communication (with permission) by organizing and prioritizing messages.
• Prepare engagement letters and new client/matter memos, and assist with the new business process.
• Track and update client/matter lists, focusing on billing and new business.
• Manage document preparation, including creating and redlining PDFs, conversions, and ensuring quality control.
• Work with Client Accounting to ensure accurate and timely billing.
• Assist in business development efforts, including entering activities, maintaining contacts, and assembling mailing lists.
• Support attorneys in utilizing applications such as Excel and PowerPoint.
• Research and arrange complex travel itineraries, including visa requirements.
• Process check requests for vendor invoices.
• Delegate work to other departments, ensuring completion and accuracy.
• Assist with attorneys’ personal work as needed.
• Ensure the proper functioning of software and hardware, in collaboration with tech support staff.
• Perform additional support tasks, including printing, scanning, and delivering packages, when needed.
• Manage special projects as assigned, ensuring they meet professional standards.
• Demonstrate effective communication and interpersonal skills to maintain smooth workflows with others.

Qualifications:

• Proficient in office software programs (Word, Outlook, Excel, PowerPoint) and the ability to learn new software quickly.
• Strong interpersonal and communication skills, both verbal and written.
• High attention to detail and ability to prioritize multiple tasks effectively.
• Flexibility and willingness to take on a variety of responsibilities beyond routine tasks.
• Ability to work independently and collaboratively within a team.
• Ability to handle sensitive matters with confidentiality and professionalism.
• Comfortable working in a fast-paced, demanding environment and managing shifting priorities.
• Able to work in the office at least four days per week to perform administrative functions, maintain physical files, and support clients.
• Physical exertion may include sitting for extended periods, repetitive hand use, and lifting/carrying up to 10 pounds.

Education & Experience:

• High school diploma or equivalent.
• A minimum of three years of experience in an office environment, or a comparable combination of education and experience.