55 applicants

Company

Original Job Post

Munger, Tolles & Olson LLP · 2 days ago

Executive Assistant

Los Angeles, CA

Full-time

Hybrid

Mid Level

$46.11/hr - $60.34/hr

3+ years exp

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ConsultingLaw Enforcement

Hiring Manager

Vickie N. Berriman

Insider Connection @Munger, Tolles & Olson LLP

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Responsibilities

Answers executives’ phones, screen and triage needs, take messages, communicate received calls and provide updates.

Reminds executives of important tasks, meetings, and/or follow through needed.

Fields, responds to and manages requests for information.

Enters new contacts in MS Outlook, update existing contacts.

Previews, reads, prioritizes, files and, when appropriate, responds to emails for executives when requested.

Opens, sorts, prioritizes and distributes mail.

Arranges couriers, shipments and tracks status and delivery.

Prepares first draft of letters, emails and other correspondence using appropriate, standardized formats.

Proof reads and updates correspondence and presentations.

Requests and tracks receipts, submits expense reports, tracks payment and resolves issues with reimbursement on behalf of assigned executives.

Arranges for and tracks accurate payment of vendor invoices.

Proactively checks in daily with assigned executives on needs.

Proactively manages all aspects of calendaring for supported roles.

Monitors and understand executives’ whereabouts and/or how to contact them for firm needs, know executives’ availability for meetings and other events.

Maintains executives’ calendar using MS Outlook: schedules meetings, make room reservations, makes changes as needed, sends reminders, tracks RSVP’s, informs executive of any attendee issues/special requests.

Develops and maintains strong relationships with other firm administration to ensure ease of scheduling meetings within the firm.

Ensures meeting room is set up, logs in to conference calls, confirms A/V setup, confirms catering set-up, provides RSVP list, ensures materials are ready, confirms conference call set up, coordinates outside guest needs.

Attends meetings to take notes and record action items as requested. Communicates assigned tasks and track resolution.

Coordinates with Travel Department on options, confirms reservations, enters information into MS Outlook, coordinates changes.

Checks-in, prints necessary documents, coordinates destination information/arrangements.

Sets flight notifications, tracks and communicates delays/changes.

Creates and updates folder structures in file management systems, maintains and updates files housed within the structure.

Creates and maintains hardcopy file structure, binders, and file drawers.

Indexes files for offsite storage, recalls boxes from offsite storage, cleans up unused/unneeded files, organizes files for optimal recall ability and storage efficiency.

Collects information on activities and project status from across the firm and aggregates that information for use and understanding of supported executives.

Provide back-up for Senior Executive Assistant and completes overflow tasks as assigned.

Manages projects as assigned.

Qualification

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Microsoft excelMicrosoft wordMicrosoft powerpointData analysisProblem-solvingHard workingCommunicationRelationship buildingOrganizationalTime management

Required

Bachelor's degree highly desired, high school diploma or GED required.

3+ years of experience in a similar role, supporting top executives.

High level skill with Microsoft Excel, Word and PowerPoint.

Ability to learn and use other programs as necessary.

Ability to effectively handle highly confidential information.

Ability to interact successfully with all levels of the organization.

Expert communication skills across all modes and methods of communication.

Superior relationship building skills.

Expert organizational skills.

Ability to prioritize and categorize information and tasks for maximum effectiveness in time management.

Ability to understand, synthesize and analyze data to support effective decision making.

Ability to work independently with little direct supervision.

Company

Munger, Tolles & Olson LLP

Munger, Tolles & Olson is a 200-lawyer firm based in Los Angeles with a national practice representing clients in a broad range of complex and high-profile matters.

Founded in 1962

Los Angeles, California, USA

201-500 employees