Executive Assistant

Key Responsibilities

• Call Screening & Communication Management: Screen incoming calls and manage professional correspondence with discretion and accuracy.
• Calendar Management: Manage and coordinate CEO calendars across multiple platforms; schedule meetings, court appearances, and travel; anticipate and resolve conflicts.
• Email & Document Management: Review, prioritize, and respond to emails; draft and edit correspondence; oversee business file organization and document control.
• Maintain confidentiality and discretion in all communications.
• Collaboration & Coordination: Work closely with the Office Administrator and HR to maintain operational efficiency; prepare for meetings and ensure readiness of materials.
• Travel Arrangements & Errands: Book and arrange travel; prepare itineraries and ensure seamless logistics. Perform off-site errands and tasks for the CEO/Lead Attorney as needed, using personal, reliable transportation.
• Ensure timely completion of errands while maintaining confidentiality and professionalism.
• Reporting & Analysis: Generate business reports for finance, operations, and marketing; maintain dashboards and summaries of priorities.
• Administrative & Operational Support: Organize and track contracts sent to Lead Attorney/Business Owner. Prepare summaries of tasks and maintain a daily dashboard of priorities. Assist in preparing materials and scheduling for business and strategy sessions.
• Efficiency & Workflow Optimization: Streamline processes and systems related to Lead Attorney/Business Owner's desk and daily operations. Identify and implement tools to improve productivity and reduce manual tasks.
• R&D Support: Support the creation and organization of an R&D ecosystem for the firm.
• Project Management: Demonstrated project coordination or project management experience; comfortable managing timelines, tasks, and multiple stakeholders simultaneously. Strong ability to translate high-level direction into structured plans and executable tasks.

Qualifications

• 3+ years' Executive Assistant experience; legal/professional services preferred.
• Advanced Microsoft 365 and knowledge of legal platforms, cross platform calendar management.
• Strong professional writing skills to be able to draft/edit business correspondence; high level of discretion and confidentiality.
• Prowed ability to organize, plan, and coordinate appearances, meetings, and complex travel; resolve conflicts proactively.
• Business and Service-oriented, reliable, and collaborative.
• Possesses strong business knowledge and the ability to anticipate operational needs, ensuring alignment with the firm's strategic goals.
• Onsite in Sacramento; flexible to occasional early/late hours as needed.