Job Description
Executive Assistant
Position Type: Full Time
Non-exempt
Hybrid Scheduled (4-5 days in office)
Location: Los Angeles
Salary Range: $ 46.11/hour - $60.34/hour ($95,900.00 - $125,500.00 annually) *
- The salary range is the one that Munger, Tolles & Olson LLP reasonably expects to pay for this position. The salary range does not guarantee, obligate, nor set expectations of an applicant’s wage in the event of hire. The posted range is only one component of Munger, Tolles & Olson LLP’s Total Rewards package.
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The Executive Assistant primarily supports several members of the C-suite, and may also support tasks in the Events Planning Department and with various Directors of other departments as requested. This is a highly visible role that interacts with all members of the firm regarding high-level activities in which the supported executives are involved. The Executive Assistant is well versed in the functions overseen by those the position supports and is able to effectively handle all manner of administrative and organizational tasks. In addition, the Executive Assistant identifies and implements ideas for improvement pertaining to the operations of those supported.
JOB FUNCTIONS
Administrative Assistance
Answers executives’ phones, screen and triage needs, take messages, communicate received calls and provide updates.
Reminds executives of important tasks, meetings, and/or follow through needed.
Fields, responds to and manages requests for information.
Enters new contacts in MS Outlook, update existing contacts.
Previews, reads, prioritizes, files and, when appropriate, responds to emails for executives when requested.
Opens, sorts, prioritizes and distributes mail.
Arranges couriers, shipments and tracks status and delivery.
Prepares first draft of letters, emails and other correspondence using appropriate, standardized formats.
Proof reads and updates correspondence and presentations.
Requests and tracks receipts, submits expense reports, tracks payment and resolves issues with reimbursement on behalf of assigned executives.
Arranges for and tracks accurate payment of vendor invoices.
Proactively checks in daily with assigned executives on needs.
Calendaring/Meeting Management
Proactively manages all aspects of calendaring for supported roles.
Monitors and understand executives’ whereabouts and/or how to contact them for firm needs, know executives’ availability for meetings and other events.
Maintains executives’ calendar using MS Outlook: schedules meetings, make room reservations, makes changes as needed, sends reminders, tracks RSVP’s, informs executive of any attendee issues/special requests.
Develops and maintains strong relationships with other firm administration to ensure ease of scheduling meetings within the firm.
Ensures meeting room is set up, logs in to conference calls, confirms A/V setup, confirms catering set-up, provides RSVP list, ensures materials are ready, confirms conference call set up, coordinates outside guest needs.
Attends meetings to take notes and record action items as requested. Communicates assigned tasks and track resolution.
Travel Management
Coordinates with Travel Department on options, confirms reservations, enters information into MS Outlook, coordinates changes.
Checks-in, prints necessary documents, coordinates destination information/arrangements.
Sets flight notifications, tracks and communicates delays/changes.
File Management
Creates and updates folder structures in file management systems, maintains and updates files housed within the structure.
Creates and maintains hardcopy file structure, binders, and file drawers.
Indexes files for offsite storage, recalls boxes from offsite storage, cleans up unused/unneeded files, organizes files for optimal recall ability and storage efficiency.
Project Assistance
Collects information on activities and project status from across the firm and aggregates that information for use and understanding of supported executives.
Provide back-up for Senior Executive Assistant and completes overflow tasks as assigned.
Manages projects as assigned.
COMPETENCIES
Communicates effectively
Developing and delivering multi-mode communications that convey a clear understanding of the unique needs of different audiences.
Being resilient
Rebounding from setbacks and adversity when facing difficult situations.
Collaborates
Building partnerships and working collaboratively with others to meet shared objectives.
Instills trust
Gaining the confidence and trust of others through honesty, integrity, and authenticity.
Customer focus
Building strong customer relationships and delivering customer-centric solutions.
Drives results
Consistently achieving results, even under tough circumstances.
Situational adaptability
Adapting approach and demeanor in real time to match the shifting demands of different situations.
Interpersonal savvy
Relating openly and comfortably with diverse groups of people.
Optimizes work processes
Knowing the most effective and efficient processes to get things done, with a focus on continuous improvement.
Resourcefulness
Securing and deploying resources effectively and efficiently.
TOOLS
MINIMUM JOB QUALIFICATIONS
Bachelor’s degree highly desired, high school diploma or GED required.
3+ years of experience in a similar role, supporting top executives.
High level skill with Microsoft Excel, Word and PowerPoint.
Ability to learn and use other programs as necessary.
Ability to effectively handle highly confidential information.
Ability to interact successfully with all levels of the organization.
Expert communication skills across all modes and methods of communication.
Superior relationship building skills.
Expert organizational skills.
Ability to prioritize and categorize information and tasks for maximum effectiveness in time management.
Ability to understand, synthesize and analyze data to support effective decision making.
Ability to work independently with little direct supervision.
PHYSICAL DEMANDS
Writing, typing, reading, speaking, hearing, seeing, sitting, bending, reaching, lifting up to 25 lbs
WORKING CONDITIONS
Quiet office environment in a high-rise building, seated the majority of the time
DIRECT REPORTS
None
The Executive Assistant role is an amazing opportunity available on our team of professionals at Munger, Tolles & Olson, LLP! We offer competitive pay, benefits and an opportunity to make an impact in today’s world.
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About Munger, Tolles & Olson
Munger, Tolles & Olson has been consistently ranked on The American Lawyer’s A-List since its inception in 2004, including nine years in the top spot. We strive to hire only the most qualified and creative lawyers. We believe that clerkships provide valuable experience. In this regard, about 80% of our attorneys served as law clerks to federal or state judges and sixteen attorneys were clerks to U.S. Supreme Court Justices. We recruit and retain the best professional talent to support our Attorneys with a focus on service and excellence. We have a full spectrum of functional positions including Information Technology, Information Security, Accounting, Human Resources, Legal Support, and Marketing.
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MTO is an equal opportunity employer and does not discriminate in employment on the basis of race, including but not limited to hair texture and protective hairstyles (for example, braids, locks, and twists), color, ethnicity, religion, gender, gender identity or expression, pregnancy, childbirth, breastfeeding and medical conditions related to pregnancy, childbirth and breastfeeding, marital or domestic partner status, parental or family care status, national origin, ancestry, age, sexual orientation, disability or medical condition, genetic characteristic, political affiliation, military or veteran status, or any other characteristic protected by federal, state or local law. It is the policy of Munger, Tolles & Olson LLP to prohibit discrimination, unlawful harassment (including sexual harassment), and retaliation. This commitment prohibits such conduct by any individual involved in MTO’s operations and by anyone doing business with or on behalf of Munger, Tolles & Olson LLP.
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Munger, Tolles & Olson LLP (MTO) does not accept unsolicited resumes from 3rd parties or agencies. Any unsolicited resumes and profiles received from 3rd parties or agencies will be considered property of MTO and no fees will be due or paid. If you wish to become an approved Agency with MTO, please contact a member of the MTO Talent Acquisition Team.