Executive Assistant Jobs in Los Angeles, TX

About The Position

Requirements

• Proven experience providing high-level support to senior executives, preferably in legal, financial, or operational environments.
• Exceptional written and verbal communication skills, with the ability to draft clear, polished correspondence and reports.
• High proficiency in Microsoft Office and document management systems, with strong technical aptitude and comfort learning new tools quickly.
• Ability to manage sensitive and confidential information with absolute discretion.
• Strong organizational skills with relentless attention to detail, accuracy, and follow-through.
• Demonstrated ability to anticipate needs, take initiative, and solve problems independently, without waiting for direction.
• Excellent judgment and the ability to prioritize competing demands in a fast-paced, shifting environment.
• Proactive, self-directed, and able to anticipate what needs to be done before being asked.
• Highly organized, structured, and disciplined, with a natural ability to create order and streamline workflows.
• Calm under pressure, maintaining clarity and accuracy even with urgent or high-volume demands.
• Solutions-oriented, bringing the COO options—not problems—and executing decisions efficiently.
• Professionally mature and discreet, handling confidential matters with tact and integrity.
• Collaborative, able to work seamlessly with leadership, attorneys, affiliates, and cross-department teams.
• Comfortable navigating complexity, managing multiple priorities while maintaining consistent follow-through.

Nice To Haves

• Bilingual (English/Spanish) preferred, but not required.

Responsibilities

• Manage and prioritize the COO’s calendar, including scheduling, rescheduling, and protecting time strategically based on operational needs and deadlines.
• Coordinate all travel logistics for attorney visits and operational meetings, ensuring smooth, efficient itineraries.
• Prepare polished reports, internal communications, presentations, and briefing materials so the COO is always fully informed and prepared.
• Handle incoming calls, emails, mail, and voicemails, triaging issues and resolving what can be resolved without COO involvement.
• Ensure all CRM notes, follow-ups, and action items are accurately recorded and updated promptly.
• Maintain and track all COO to-do lists, following up proactively to ensure deadlines are met and nothing falls through the cracks.
• Process and organize the COO’s physical and digital mail, ensuring urgent items are flagged and addressed immediately.
• Monitor workflows across VLP and the attorney network, identifying delays, gaps, or issues and escalating only when necessary.
• Track software tickets, enhancements, and support items, ensuring progress is made and reporting status updates to the COO before they need to ask.
• Maintain and update shared databases, fee schedules, logs, and performance records with accuracy and consistency.
• Oversee template creation, updates, and organization, ensuring consistent formatting and easy usability across departments.
• Provide monthly operational reporting that highlights trends, concerns, opportunities, and actionable insights for the COO.
• Follow up on all outstanding documents, case updates, billing matters, and settlement items, ensuring timely responses and completion.
• Draft and send professional correspondence on behalf of the COO, maintaining a consistent level of clarity and authority.
• Make calls as the COO’s representative, resolving issues independently when appropriate.
• Support the COO in managing any assigned claims pipeline, ensuring accurate tracking, timely updates, and no lapses in workflow.
• Manage monthly invoicing for ITMint, Array, and any additional vendors assigned by the COO, ensuring accuracy and timely submission.
• Handle CPS tasks as assigned, ensuring timely follow-through and clear communication.
• Monitor and manage BBB reviews, preparing summaries or responses as needed.
• Lead or coordinate special projects, including affiliate onboarding, workflow improvements, operational audits, and system updates.
• Collaborate with executive staff and department leads, ensuring all moving parts stay aligned without requiring COO intervention.
• Identify inefficiencies and propose solutions proactively, presenting the COO with options—not problems.
• Take initiative in developing SOPs, checklists, reporting tools, and process improvements, reducing manual workload for the COO and Operations teams.