Senior Executive Assistant & Operations Systems Lead

Law Office of Susan A. Katzen•Newport Beach, CA

12d•Hybrid

About The Position

The Law Office of Susan A. Katzen, a boutique Trusts, Estates, and Special Needs Planning firm in Newport Beach, is seeking a Senior Executive Assistant & Operations Systems Lead to support our Managing Attorney and leadership team. This role is ideal for a seasoned Executive Assistant who loves owning a busy calendar, building systems and workflows, and being the calm, organized center of a professional team. You’ll provide high-level executive support and help implement and maintain firm-wide systems (especially Asana) that keep our practice running smoothly. If you want your work to directly support families and caregivers and you enjoy both executive support and operations, we’d love to hear from you.

Requirements

5+ years of experience as an Executive Assistant supporting a C-level executive, Managing Partner, or senior professional (law, finance, consulting, or similar)
Proven experience managing a busy, dynamic calendar and protecting an executive’s time
Strong organizational skills and attention to detail
Excellent written and verbal communication skills
High level of professionalism, discretion, and judgment
Tech-savvy and comfortable learning new software and tools
Ability to work on-site in Newport Beach with some hybrid flexibility after onboarding
Proactive, resourceful, and able to work independently with minimal supervision

Nice To Haves

Experience in a law firm or professional services environment
Experience with Asana or similar project management tools
Familiarity with tools such as Lawmatics, Actionstep, Egnyte, or similar systems
Experience helping implement or improve workflows and processes

Responsibilities

Manage and protect the Managing Attorney’s calendar, schedule, and priorities
Coordinate internal and external meetings, calls, and events
Anticipate needs and ensure the Managing Attorney is prepared for meetings and deadlines
Assist with email triage, follow-ups, and reminders to keep projects moving
Help implement and maintain Asana as the firm’s task and project management tool
Build and refine workflows, checklists, and processes for the firm
Track deadlines, follow-ups, and recurring tasks so nothing falls through the cracks
Serve as a central point of contact between the Managing Attorney and team members
Coordinate staff meetings, agendas, and follow-up action items
Support client-facing logistics such as scheduling, confirmations, and follow-ups
Assist with the preparation of client meeting materials and basic document organization
Help with occasional firm events, workshops, or webinars (planning and logistics)
Support light HR/operations tasks, such as onboarding checklists and vendor coordination