Executive Assistant

$60,000 - $105,000/Yr

Nielsen Merksamer Parrinello Gross & Leoni - San Rafael, CA

Full-time - Entry Level

San Rafael, CA

Professional, Scientific, and Technical Services

About the position

Nielsen Merksamer, a nationally respected political and government law firm, is seeking a dynamic, organized, and team-oriented Executive Assistant to support assigned attorneys in its San Rafael (San Francisco Bay Area) office. The Executive Assistant will play a crucial role in assisting attorneys with various administrative tasks, managing office operations, scheduling, and facilitating client communications, often with minimal supervision. This position requires a daily presence in the office and collaboration with other administrative assistants to ensure smooth operations within the firm. The Executive Assistant will be responsible for providing comprehensive administrative support to senior partners and attorneys, particularly in the firm's political law compliance section. This includes project management, calendaring, travel arrangements, and preparing expense reports. The role also involves handling general office support tasks such as phone management, inter-team communication, and file/document management, primarily in an office-based environment to support the hybrid schedules of other team members. Collaboration is key in this role, as the Executive Assistant will learn the functions of administrative colleagues and serve as a backup, facilitating teamwork across the firm's offices. The position demands highly polished communication skills, enabling the assistant to interact professionally with all levels of management, staff, clients, and vendors. Proficiency in Microsoft Office, including Outlook, PowerPoint, Excel, and Adobe Acrobat, is essential, along with a willingness to stay updated on software frequently used by the firm. The ideal candidate will possess excellent organizational skills, the ability to manage multiple high-priority tasks simultaneously, and a commitment to producing high-quality work under pressure. Integrity, discretion, and a proactive mindset are also critical attributes for success in this role.

Responsibilities

• Assist senior partners and attorneys with project management, calendaring, travel arrangements, and expense reports.
• Handle general office support tasks, including phone management, inter-team communication, and file/document management.
• Learn the functions of administrative colleagues and serve as a backup, facilitating collaboration across the firm's offices.
• Interact professionally with all levels of management, staff, clients, and vendors, demonstrating highly polished communication skills.
• Maintain high proficiency in Microsoft Office, including Outlook, PowerPoint, Excel, and Adobe Acrobat, and stay updated on frequently used software.
• Conduct internet research and manage databases effectively.
• Manage multiple high-priority tasks simultaneously with careful attention to detail and a commitment to high-quality work.
• Work quickly under pressure to meet deadlines in a fast-paced, high-profile practice.
• Handle and protect confidential information with integrity and discretion.
• Anticipate attorney/partner needs and follow up proactively.

Requirements

• Bachelor's degree is required.
• Minimum of 2 years of experience as an Executive Assistant.
• Minimum of 2 years of experience in a law firm environment.
• Minimum of 2 years of experience in government or campaign settings.
• Proficiency in Microsoft Office Suite, including PowerPoint, Excel, and Outlook.
• Strong organizational skills and attention to detail.
• Excellent communication skills, both written and verbal.
• Ability to manage multiple high-priority tasks simultaneously.
• Experience with database management and internet research.

Nice-to-haves

• Familiarity with a law office environment, government, or campaigns.

Benefits

• Health insurance: 100% employer-paid health care premiums for employees and qualified dependents.
• Dental insurance.
• Vision insurance.
• Life insurance.
• AD&D insurance.
• Disability insurance.
• 401(k) with matching contributions.
• Flexible spending account (FSA).
• Paid time off (PTO).
• Employee assistance program (EAP) with mental health resources.
• On-site exercise equipment and an outdoor walking path.
• Generously stocked kitchen with beverages and snacks and firm events.