Executive Support Specialist

San Francisco, CA 94101

Job Type: Executive Assistant Job Number: 7096 Salary Range: $100,000 - $120,000

Job Description

Our client is looking for an Executive Support Specialist to join their SF Office!

Duties & Responsibilities: 
  • Answers, screens and prioritizes incoming calls (responding to inquiries and client needs)
  • Monitors high volume of incoming emails (organizes, deletes and responds as instructed by Shareholder)
  • General document production and word processing, maintaining client files, opening and distributing mail, correspondence, conflicts, intake and client coordination regarding billing 
  • Serves as the primary point of contact for internal and external constituencies on all matters pertaining to the Shareholder
  • Reconciles complex expenses, process reimbursements, and enter time for Shareholder in timely manner
  • Heavy calendar management. Frequent review of calendar with Shareholder to discuss travel, meetings, and what materials are needed. Updates calendar with deadlines and adjusts as deadlines are modified
  • Proactively and professionally coordinates, compiles, organizes, and prepares materials for meetings and clients
  • Arranges client meetings, schedules conference calls in multiple time zones
  • Performs and researches conflict checks on new clients and matters
  • Drafts/proofreads/revises correspondence, engagement letters and other legal documents
  • Maintains and updates comprehensive contact information, notifying staff of updates
  • Follows-up with team members on workflow and deadlines
  • Maintains electronic and paper filings
  • Works closely and effectively with other department members to successfully complete projects
  • Assists with other department activities as needed, and performs additional duties and responsibilities as assigned

Skills & Competencies:     
  • Self-starter, proactive, and high attention to detail, outstanding organizational skills and the ability to manage time effectively
  • Position also requires the ability to work under pressure to meet strict deadlines, effectively prioritize multiple tasks
  • Strong problem-solving skills, takes initiative and uses good judgment, excellent follow-up skills
  • Superior interpersonal and communication skills (oral and written), professional demeanor and presentation
  • Recognize confidential, sensitive, and proprietary information and maintain such information as confidential
  • Ability to establish and maintain effective working relationships with all levels of the organization and collaborate well in a team
  • Provide outstanding client service, meet high quality standards for services and meet or exceed client expectations. Proactive in seeking innovative ways in which to help others
  • Some filing is required and this would entail the ability to bend and lift files up to 20/40 lbs. required, open filing cabinets and bend or stand as necessary
  • While performing the duties of this job, the employee is occasionally required to walk from work station, to desk or to go to various offices to retrieve assignments. This position may also be sedentary and require the employee to sit for extended periods of time.

Qualifications & Prior Experience:      
  • Bachelor’s Degree is required, preferably in a related program such as Paralegal Studies, Legal Studies, Business, Finance
  • Minimum of five or more years of litigation paralegal/legal secretarial work in California state and federal courts is required; experience supporting senior level executive shareholders
  • Computer proficiency in Windows-based software and Microsoft Office Suite applications including Word, PowerPoint, Excel and Outlook
  • Exceptional computer skills with the ability to learn new software applications quickly.

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