Executive Assistant and Team Supervisor

A prestigious law firm with a growth-oriented vision and a strong global presence is seeking an Executive Assistant and Team Supervisor to join their San Francisco office. This pivotal role will oversee the day-to-day operations of the firm, manage and mentor staff, and ensure seamless workflow across departments while providing critical Executive Assistant support. The ideal candidate will have a solid background in corporate or litigation practice support, exceptional leadership abilities, and a passion for driving efficiency and contributing to the continued success of the firm in a dynamic, fast-paced environment. In-office with some flexibility for remote work days each month, located in San Francisco, CA.ResponsibilitiesManage complex travel arrangements and calendars for 2-3 Senior-level Executives, including coordinating client meetings and preparing necessary documentation.Serve as the primary point of contact for clients and their support staff, ensuring confident and professional communication.Draft, edit, and proofread documents and correspondence with a focus on accuracy, presentation, and attention to detail.Track and upload engagement letters and emails to ensure compliance and assist with billing by preparing and editing client invoices.Manage expense submissions and billing processes, ensuring timely and accurate completion.Maintain and update client contact information to support outreach initiatives and business development efforts.Assist in creating marketing materials, client presentations, and pitches, contributing to business development strategies.Support team objectives by collaborating with colleagues, sharing updates, and providing coverage as needed.Work flexibly, supporting tasks outside of core hours to meet deadlines or assist with client events, ensuring smooth execution and communication.Hire, train, and supervise administrative staff, including legal assistants, paralegals, and receptionists.Assign tasks, delegate work, and monitor performance.Conduct performance evaluations, provide feedback, and address employee concerns.Resolve conflicts and ensure efficient team collaboration.Manage daily office operations, including scheduling appointments, meetings, and court appearances.Oversee document management systems, ensuring accurate file organization and compliance with legal standards.Coordinate office supplies, equipment maintenance, and monitor office budgets.Implement and maintain efficient administrative processes and workflows to optimize productivity and meet deadlines.Ensure adherence to firm policies, ethical standards, and legal compliance, including managing client intake and maintaining client records.Communicate effectively with attorneys, staff, clients, external vendors, and coordinate with various departments for smooth operations.RequirementsAssociate's or Bachelor's degree required.3-5 years of Executive Assistant experience within a global law firm, with corporate law or litigation support experience.Strong organizational and time management skills with excellent attention to detail.Exceptional verbal and written communication skills, with the ability to interact at all levels.Ability to prioritize tasks and meet deadlines in a fast-paced environment.Proficient in Microsoft Office Suite (Word, PowerPoint, Outlook, and Excel).Knowledge of legal terminology, procedures, and legal practice management software.Ability to handle sensitive and confidential information with discretion. Independent problem-solver with strong prioritization and decision-making skills.Collaborative team player with a flexible and proactive mindset, adaptable to chanSalary$155,000 - $175,000 base salary range with comprehensive benefits and comp package.You can use to collect and manage your references for free and share them with us or anyone else you choose. Candidates with references are always preferred by our clients. Now is the most important time to stand out from the crowd. We suggest that you ensure you have updated your LinkedIn profile and that you start collecting your references early.We will consider qualified candidates with criminal histories in a manner consistent with the requirements of the San Francisco Fair Chance Ordinance.

Created: 2025-02-22