Executive Assistant, Disputes and Investigations

$75,000 - $90,000/Yr

Alvarez & Marsal - Los Angeles, CA

Part-time - Entry Level

Los Angeles, CA

Professional, Scientific, and Technical Services

About the position

The Executive Assistant for Disputes and Investigations at Alvarez & Marsal plays a crucial role in providing administrative support to a team of Managing and Senior Directors. This position is integral to the management, coordination, and implementation of operations within the Disputes and Investigations practice, which is recognized as one of the leading firms in the industry. The Executive Assistant will be responsible for a variety of tasks that ensure the smooth functioning of the team, including invoicing, client engagement, and personnel matters. The role requires a proactive individual who can handle multiple responsibilities and maintain a high level of confidentiality in all dealings. In this position, the Executive Assistant will assist in preparing monthly client invoices and administrative materials for internal practice meetings. They will perform essential internal administrative tasks for client projects, such as drafting conflict checks and managing project codes. The role also involves submitting expense reports through Concur and reconciling corporate credit card statements, which requires a keen attention to detail and accuracy. Additionally, the Executive Assistant will coordinate travel plans, including booking airlines, hotels, and car services, and provide general administrative support, such as copying sensitive files and preparing project binders. They will be responsible for ensuring that commonly used supplies are adequately stocked and will coordinate calendars to avoid scheduling conflicts. The Executive Assistant will also serve as a bridge for communication between internal and external groups, ensuring that all parties are informed of upcoming commitments and responsibilities. This position requires excellent organizational skills, the ability to prioritize tasks, and a commitment to providing exceptional service to both clients and team members.

Responsibilities

• Help prepare monthly client invoices and administrative materials for internal practice meetings.
• Perform internal administrative tasks for client projects, such as drafting conflict checks and managing project codes.
• Submit expense reports through Concur and reconcile corporate credit card statements.
• Coordinate and book travel plans, including airlines, hotels, and car service.
• Provide general administrative support and project-specific assistance, including preparing binders and proofreading documents.
• Arrange in-office meals for clients and internal meetings.
• Ensure commonly used supplies are adequately stocked.
• Coordinate calendars to avoid conflicts and respect scheduled events.
• Keep the team informed of upcoming commitments and responsibilities, following up as appropriate.
• Research, prioritize, and follow up on incoming issues and concerns to determine the appropriate course of action.
• Facilitate smooth communication between internal and external groups and provide guidance to additional support personnel.
• Schedule and organize meetings, conference calls, events, and other departmental activities.
• Meet and greet clients and other visitors.
• Assist with department activities/projects as needed and perform other work-related duties as assigned.

Requirements

• A Bachelor's Degree in a relevant field of study is preferred but not required.
• 3+ years of experience as an Executive Administrative Associate or Executive Assistant in consulting, professional services, accounting, or a law firm.
• Comfortable with preparing client invoices, completing expense reports, and reconciling credit card statements.
• Highly proficient with Microsoft Office Suite.
• Understands the importance of strict confidentiality of internal and client information.
• Ability and desire to learn and develop new skills.
• Basic knowledge of accounting and financial principles is a plus.
• Excellent oral and written communication skills.
• Impeccable attention to detail and strong follow-up skills.
• Demonstrates ownership and accuracy of work product.
• Must work efficiently and meet deadlines; strong time management skills are essential.
• A self-starter who can multi-task and support multiple people with varied personalities.
• Ability to work independently and as part of a team in a fast-paced environment.
• Able to interact effectively and professionally with clients and all levels of firm personnel.
• Willingness to be coached and a desire for growth with a positive teaming attitude.
• Flexibility to work additional hours as required.

Nice-to-haves

• Basic knowledge of accounting and financial principles.

Benefits

• Healthcare plans
• Flexible spending and savings accounts
• Life, AD&D, and disability coverages
• 401(k) retirement plan with discretionary contributions
• Paid time off including vacation and personal days
• Seventy-two (72) hours of sick time (prorated for part-time employees)
• Ten federal holidays and one floating holiday
• Parental leave
• Discretionary bonus program based on individual and firm performance.