Job Description
Job Description
Are you a highly organized professional looking for a dynamic role with leadership potential?
We seek a proactive and detail-oriented Executive Assistant to support our Managing Attorney. In this role, you’ll oversee scheduling, coordinate travel, manage systems, and ensure the smooth operation of daily administrative tasks.
Ideal candidates thrive on planning, problem-solving, and taking initiative in a fast-paced legal environment.
Compensation:
$65,000 - $80,000 yearly
Responsibilities:
Strategically manage the Managing Attorney's calendar, internal/external meetings, and all travel logistics, including speaking engagements and last-minute pivots
Keep the Managing Attorney informed and aligned with company-wide initiatives and day-to-day operations, and act as a liaison between internal teams and external partners, fostering a culture of effective communication
- Prepare reports, presentations, and documents on behalf of the Managing Attorney for internal and external use
- Handle sensitive and confidential information with discretion
- Maintain an organized and efficient executive office
Events, Conferences & Partnerships
- Assist with pre-event logistics and in-person support for Managing Attorney's conference presence, sponsorships, and key industry partnerships to maximize brand impact
- Assist with internal event planning, including the annual company gathering, ensuring a seamless experience within budget
Process Management
- Maintain and update the company’s CRM and CMS system (Action Step | Lawmatics) to track leads and client interactions
- Engage with new and existing clients as the client relationship liaison to enhance the client experience.
- Support recruiting and onboarding processes for key roles
- Assist with presentation and graphic design support for PowerPoint decks and internal documentation
- The Managing Attorney relies on you as a trusted advisor
- A Proactive Problem-Solver – You anticipate issues before they arise and take action without waiting for instructions
Qualifications:
- We need a highly organized, unshakable multitasker who thrives in a fast-paced, collaborative team culture
- Discreet & Trustworthy – You’ll have access to sensitive information, and confidentiality is key
- You think 10 steps ahead and always have a backup plan (or three)
- Highly Adaptable & Resilient – You’re comfortable in an ever-changing environment with shifting priorities and can pivot seamlessly when things don’t go as planned
- An Exceptional Communicator – Strong written and verbal skills, with the ability to translate complex or vague instructions into actionable tasks
- Detail-Oriented with a Big-Picture Mindset – You catch the small details others miss while also keeping an eye on overall goals and strategy
- Tech-Savvy & Systems-Oriented – Comfortable with tools like Microsoft Office Suite, Lawmatics, and Action Step to keep everything running smoothly
- Calm Under Pressure – High-stress situations don’t faze you
- You keep things moving even when everyone else is overwhelmed
- A Strong Relationship Manager – You know how to work with different personality types, high-level executives, and external partners to build strong relationships that get things done
- High in Emotional Intelligence (EQ) – You read between the lines and understand the Managing Attorney’s needs without constantly being told
- A Go-Getter – You take initiative, don’t wait to be told what to do, and bring fresh ideas to improve efficiency and workflow
- Experience in executive support, project management, or a related field
- Proficiency in Microsoft Office Suite (Teams, Outlook, Word, Excel, PowerPoint), Lawmatics, Action Step, and Egnyte
- Strong organizational, communication, and multitasking skills
- Ability to problem-solve, anticipate needs, and work independently
- We believe in cognitive diversity – we want unique thinkers, problem solvers, and innovators to help us level up
- Our company values cognitive diversity—meaning we actively seek out different viewpoints, problem-solving approaches, skills, and ways of thinking
About Company
We are a growing Trust, Estates, and Special Needs law firm based in Newport Beach, CA. Our firm provides exceptional personalized legal services and peace of mind that empowers clients to plan for and protect the two most important things in their lives: the people they love (especially those loved ones with a disability) and the assets they possess. We assist clients and their families through significant life changes, ensuring they feel cared for and supported by a team that truly advocates for them. Our commitment lies in offering practical solutions to safeguard clients now and in the future, and guiding them through life's transitions and hurdles. We practice exclusively in the areas of Estate Planning, Special Needs Planning, Conservatorships, Settlement Planning, Trust Administration, and Probate. We do not perform any litigation services.