Executive Assistant
Greenberg Gross LLP•Costa Mesa, CA
•$28 - $35•Onsite
About The Position
Greenberg Gross LLP is a plaintiff-side trial law firm with offices across California, Nevada, New York, New Jersey, Illinois, Pennsylvania, and Massachusetts. We are looking for a highly organized, discreet, and resourceful Executive Assistant to support our Executive Director and Administrative Director across the firm's day-to-day leadership operations.
Requirements
- 3+ years of experience as an Executive Assistant, Senior Administrative Assistant, or similar role supporting senior leadership, ideally within a law firm or professional services environment
- Excellent written and verbal communication skills
- Strong proficiency with Microsoft Office (Outlook, Word, Excel, PowerPoint) and calendar management tools
- Exceptional organizational skills and the ability to manage multiple priorities under deadline pressure
- High degree of discretion and sound judgment when handling confidential information
- Reliability and follow-through on commitments
- Ability to work independently while staying closely aligned with two executives' priorities
- Comfort navigating ambiguity and shifting demands
- A calm, professional demeanor under pressure
- Strong interpersonal skills with staff at all levels of the firm
Nice To Haves
- Bachelor's degree preferred, though equivalent professional experience will be considered
- Experience supporting leadership across multiple office locations or multi-state operations
- Familiarity with legal industry tools such as iManage, Clio, or Litify/Salesforce
- Prior exposure to HR, payroll, or firm administration functions
Responsibilities
- Manage complex, shifting calendars, coordinating meetings across time zones, and offices
- Maintain a list of deadlines
- Anticipate scheduling conflicts and proactively resolve them
- Coordinate travel arrangements, including flights, lodging, and ground transportation for multi-office visits
- Draft, proofread, and manage email correspondence when appropriate
- Screen and prioritize incoming calls, emails, and requests
- Serve as a liaison between the executives, internal staff, partners, and external contacts and vendors
- Prepare agendas, materials, and briefing documents for leadership meetings, partner meetings, and firm-wide events
- Take and distribute meeting notes and track follow-up action items
- Assist with tracking and organizing firm projects and initiatives across departments
- Prepare, format, and proofread reports, presentations, and policy documents
- Maintain organized digital and physical filing systems for sensitive documents
- Assist with cross-office initiatives, tracking deadlines and deliverables across departments
- Help coordinate onboarding logistics for new hires or new office openings
- Support special projects as assigned, which may span HR, operations, compliance, finance, or firm administration
- Any other tasks as assigned
Benefits
- medical, dental, and vision coverage
- retirement plan options
- paid time off
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What This Job Offers
Job Type
Full-time
Career Level
Executive
