Contract Legal Executive Assistant (Litigation)

Naviga•San Diego, CA

1d•Hybrid

About The Position

Our client is a prestigious law firm, headquartered in Chicago, IL, and London, England, is known for its multi-billion-dollar operations, employing over 3,600 lawyers worldwide. The firm fosters a culture of collaboration, high standards, and professional growth. This is a unique opportunity to work in a fast-paced environment that values problem-solving and innovation while supporting some of the top professionals in the legal industry. Naviga Recruiting & Executive Search is proud to partner with a leading global business law firm to find a collaborative, results-oriented Legal Executive Assistant to join their team. Serves as an executive level assistant for an attorney, managing the daily functions of their practice. Provides project management and support to ensure deadlines and milestones are met. Acts as a key liaison between attorneys, clients, and internal departments. Builds and maintains professional relationships, providing clear direction and constructive feedback on assignments. Delegates assignments to Legal Support Assistants (LSAs) and monitors progress. Collaborates with other LEAs or LAAs and provides mentorship to LSAs. Drafts, proofreads, and finalizes legal documents, correspondence, and presentations. Oversees the maintenance and organization of electronic and paper filing systems (DMS/repositories). Conducts research for case preparation and executive briefings. Oversees meeting planning and coordination, prepares agendas, and manages follow-up requests. Manages billing matters, including prebills and serving as a liaison with the Billing Department. Manages the attorney’s calendar, schedules meetings, and organizes complex travel itineraries. Ensures the attorney’s expenses and time entry are processed correctly and timely. Must have Litigation knowledge and be able to e-file in both district and state courts.

Requirements

Minimum five (5) years of professional executive administrative experience supporting partners and/or upper-level leadership in a corporate or legal environment.
Proven in-depth knowledge of legal processes, procedures, and document types.
Ability to communicate effectively, both verbally and in writing, in the native language of the region.
Expert experience with technology and Firm software, including proficiency in Word, PowerPoint, and Excel.
Adeptness at using research tools, case management, and accounting software.
Skilled in adapting to application upgrades and utilizing AI-Powered Tools.
Demonstrated proficiency in virtual firm collaboration tools such as Zoom and Teams.
Exhibits the utmost professionalism and discretion when handling confidential information.
Proven ability to offer solutions, prioritize tasks, and multitask efficiently in a fast-paced setting.
Available to work hybrid schedule: M-F, 8:30-5:00 PM PST (working onsite 3 days a week/2 remote).

Responsibilities

Serves as an executive level assistant for an attorney, managing the daily functions of their practice.
Provides project management and support to ensure deadlines and milestones are met.
Acts as a key liaison between attorneys, clients, and internal departments.
Builds and maintains professional relationships, providing clear direction and constructive feedback on assignments.
Delegates assignments to Legal Support Assistants (LSAs) and monitors progress.
Collaborates with other LEAs or LAAs and provides mentorship to LSAs.
Drafts, proofreads, and finalizes legal documents, correspondence, and presentations.
Oversees the maintenance and organization of electronic and paper filing systems (DMS/repositories).
Conducts research for case preparation and executive briefings.
Oversees meeting planning and coordination, prepares agendas, and manages follow-up requests.
Manages billing matters, including prebills and serving as a liaison with the Billing Department.
Manages the attorney’s calendar, schedules meetings, and organizes complex travel itineraries.
Ensures the attorney’s expenses and time entry are processed correctly and timely.
Must have Litigation knowledge and be able to e-file in both district and state courts.