Exceptional Admins LLC
Executive Assistant - Law Firm - San Fransisco, CA
Exceptional Admins LLC, San Francisco, California, United States, 94199
EA is seeking a professional for an opportunity with a confidential law firm located in San Francisco.
Exceptional Admins, LLC (EA) is a boutique firm exclusively focused on placing administrative professionals. The philosophy behind the EA process is to deliver exceptional professionals to each client with the outcome producing high-level support to the role and organization. While skill-set is a large focus during the process, personality and charisma of each candidate are viewed just as important.
About the Executive(s) and Company
The law firm was established in 2005, and has been growing ever since. Known for its commitment to integrity, excellence, and lasting client relationships, the firm also stands out for its unique initiatives, including Bicycle Law and personal injury, while giving back to the community. This Executive Assistant role will provide high-level support to the CEO/Managing Partner and collaborate closely with the legal team and the firm's leadership, about 30 people. The office has Victorian architecture (it was once a home), offering a beautiful professional space.
Hiring Goal
The team seeks a professional who is proactive, accountable, attentive, and has established traits to make sound decisions. The individual will act as the
Executive Assistant
to the CEO/Managing Partner. This person will be the "go to" who brings it all together for the office, clients and stakeholders. There's a manageable reliance on the individual in this role making for a full, diverse workload that is fulfilling. The position requires someone who is curious, and who can run autonomously, plus be quick-witted to keep things running smoothly. The right candidate will bring a service-minded approach, balancing multiple priorities with poise while maintaining a "dig-in" mentality.
ROLE OVERVIEW
Executive Assistant to the CEO - 70%
Oversee and manage a full calendar of appointments that connects to internal and external stakeholders Support inbox management and communications (mainly eyes) Help organize everything in tandem with CEO in Evernote Compose and prepare highly confidential correspondence/letters Prepare CEO for upcoming appointments and meetings, while preparing CEO with pre meeting materials Manage and routinely work to prioritize and follow-up on incoming issues and matters, including those of a sensitive or confidential nature Arrange full-cycle travel logistics, 6x a year Manage expense reporting activities in tandem with accounting team Partner with IT, HR, Operations and Finance teams to resolve issues and support firm objectives Business Activities Support - 20%
Help with legal document activities to make sure all matters are tracked appropriately Overseeing formation and maintenance of legal entities (i.e., entity tracker spreadsheets, org charts, annual reports) Coordination of execution of contracts and legal documents Back up to CEO with mediation meeting activities and preparedness Other Support - 10%
Step in on special administrative projects as assigned Handle small, personal tasks as needed (e.g., family schedule coordination) Desired background and attributes
Candidates will be considered in the totality of their skills and experience versus strict interpretation of "must haves."
You bring direct experience in a substantially similar role and you bring 75% of the skills needed Proficiency with Microsoft Office Suite (Teams, Excel, PowerPoint, Outlook) Open or actively using AI (e.g., Claude) Professional demeanor with excellent verbal and written communication skills Self-starter and forward thinker Familiar with EOS, optional Law firm experience, optional Familiar with EverNote, optional You are a notary, California, optional Exceptional service-oriented and confidential mindset a must Ability to work independently with almost no supervision Company Offerings
Hours:
Monday through Friday, hybrid/remote days included Salary:
$80k to $130k (Discretionary bonus) 401(k)/Profit sharing:
Firm will automatically contribute 3% of your annual salary on your behalf each year. Vacation:
All full-time regular employees will accrue 15 vacation days per year. The firm understands the importance of work-life harmony and the need to attend to personal matters. As such, the firm provides all full-time employees with two personal days per year. These personal days can be used at your discretion to handle any personal needs that may arise, without any questions asked. Holidays include: New Year's Day (January 1st) Martin Luther King Day (3rd Monday in January) Memorial Day (last Monday in May) Juneteenth (June 19) Independence Day (July 4th) Labor Day (1st Monday in September) Thanksgiving (4th Thursday in November) Day after Thanksgiving (Friday) Christmas Day One Floating Holiday (eligible for full time employees) Healthcare provider/benefits:
Blueshield of CA and Kaiser Permanente for Medical. Aetna and MetLife for Dental. Aetna for Vision. The firm covers 100% of the team member premiums for all. No waiting period for eligibility. Professional Development:
On a case-by-case basis, the firm may pay for employees to attend role or industry-related seminars/conferences and may support the cost of joining a professional organization, and maintenance of professional licenses that have a direct relationship to the job the employee performs. The firm prides themselves in being a "learning firm" and that seek learning opportunities that exist through the voluntary participation in owner office hours, focus groups, and other mentoring opportunities as appropriate. Phone:
All full time employees who use their personal cell phones for work purposes are eligible to submit for a $50 per month reimbursement. Parking:
On Street. Company Connectedness:
Outside of regular office hours where everyone works closely together, the company gets together for monthly luncheons, an annual winter holiday party, annual Summer Session learning and team building events. Culture:
values-based, focus on hospitality for our team members, clients and partners, close-knit teams, relentless pursuit of justice for our clients, development opportunities for team members who want to grow.
Interview Cadence (understanding things may pop up) Phone screen between candidate and Exceptional Admins (30-mins) If a fit, candidate creates personal, admin portfolio (2.5-hrs) Once the candidate's fit is confirmed, candidates records and submits video interview (15-mins) First client interview: candidate and CEO (30-mins, virtual) Second client interview: candidate and client team member (30-mins, virtual) Connect with references Third client interview: candidate and client team members (1-hour, onsite) Present Offer Is this the right fit for you?
The ideal employee would meet 9 out of the 10 attributes to be successful (and fulfilled) in this role:
You are highly organized You have experience working in a law firm or legal department You enjoy being the go-to person Personable with a hospitality-oriented mindset Exceptional self-directed work ethic You are curious You keep detailed lists and use technology to track everything You are energized to work with distinguished clients and a tight knit team Regularly seek out ways to optimize productivity Would self-describe as "positive, committed, and someone who has high standards"
Coopers, LLP is an Equal Opportunity Employer. They consider all qualified applicants without regard to race, religion, color, national origin, ancestry, physical or mental disability, medical condition, genetic information, marital status, sex, gender, gender identity, gender expression, sexual orientation, age, military or veteran status, political affiliation, or any other characteristic protected under applicable federal, state, or local law. They also provide reasonable accommodations to qualified individuals with disabilities throughout the application and interview process.
This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.
Employment is contingent upon you successfully completing the vetting process and passing verification of references, employment, and education (where applicable).
Exceptional Admins, LLC (EA) is a boutique firm exclusively focused on placing administrative professionals. The philosophy behind the EA process is to deliver exceptional professionals to each client with the outcome producing high-level support to the role and organization. While skill-set is a large focus during the process, personality and charisma of each candidate are viewed just as important.
About the Executive(s) and Company
The law firm was established in 2005, and has been growing ever since. Known for its commitment to integrity, excellence, and lasting client relationships, the firm also stands out for its unique initiatives, including Bicycle Law and personal injury, while giving back to the community. This Executive Assistant role will provide high-level support to the CEO/Managing Partner and collaborate closely with the legal team and the firm's leadership, about 30 people. The office has Victorian architecture (it was once a home), offering a beautiful professional space.
Hiring Goal
The team seeks a professional who is proactive, accountable, attentive, and has established traits to make sound decisions. The individual will act as the
Executive Assistant
to the CEO/Managing Partner. This person will be the "go to" who brings it all together for the office, clients and stakeholders. There's a manageable reliance on the individual in this role making for a full, diverse workload that is fulfilling. The position requires someone who is curious, and who can run autonomously, plus be quick-witted to keep things running smoothly. The right candidate will bring a service-minded approach, balancing multiple priorities with poise while maintaining a "dig-in" mentality.
ROLE OVERVIEW
Executive Assistant to the CEO - 70%
Oversee and manage a full calendar of appointments that connects to internal and external stakeholders Support inbox management and communications (mainly eyes) Help organize everything in tandem with CEO in Evernote Compose and prepare highly confidential correspondence/letters Prepare CEO for upcoming appointments and meetings, while preparing CEO with pre meeting materials Manage and routinely work to prioritize and follow-up on incoming issues and matters, including those of a sensitive or confidential nature Arrange full-cycle travel logistics, 6x a year Manage expense reporting activities in tandem with accounting team Partner with IT, HR, Operations and Finance teams to resolve issues and support firm objectives Business Activities Support - 20%
Help with legal document activities to make sure all matters are tracked appropriately Overseeing formation and maintenance of legal entities (i.e., entity tracker spreadsheets, org charts, annual reports) Coordination of execution of contracts and legal documents Back up to CEO with mediation meeting activities and preparedness Other Support - 10%
Step in on special administrative projects as assigned Handle small, personal tasks as needed (e.g., family schedule coordination) Desired background and attributes
Candidates will be considered in the totality of their skills and experience versus strict interpretation of "must haves."
You bring direct experience in a substantially similar role and you bring 75% of the skills needed Proficiency with Microsoft Office Suite (Teams, Excel, PowerPoint, Outlook) Open or actively using AI (e.g., Claude) Professional demeanor with excellent verbal and written communication skills Self-starter and forward thinker Familiar with EOS, optional Law firm experience, optional Familiar with EverNote, optional You are a notary, California, optional Exceptional service-oriented and confidential mindset a must Ability to work independently with almost no supervision Company Offerings
Hours:
Monday through Friday, hybrid/remote days included Salary:
$80k to $130k (Discretionary bonus) 401(k)/Profit sharing:
Firm will automatically contribute 3% of your annual salary on your behalf each year. Vacation:
All full-time regular employees will accrue 15 vacation days per year. The firm understands the importance of work-life harmony and the need to attend to personal matters. As such, the firm provides all full-time employees with two personal days per year. These personal days can be used at your discretion to handle any personal needs that may arise, without any questions asked. Holidays include: New Year's Day (January 1st) Martin Luther King Day (3rd Monday in January) Memorial Day (last Monday in May) Juneteenth (June 19) Independence Day (July 4th) Labor Day (1st Monday in September) Thanksgiving (4th Thursday in November) Day after Thanksgiving (Friday) Christmas Day One Floating Holiday (eligible for full time employees) Healthcare provider/benefits:
Blueshield of CA and Kaiser Permanente for Medical. Aetna and MetLife for Dental. Aetna for Vision. The firm covers 100% of the team member premiums for all. No waiting period for eligibility. Professional Development:
On a case-by-case basis, the firm may pay for employees to attend role or industry-related seminars/conferences and may support the cost of joining a professional organization, and maintenance of professional licenses that have a direct relationship to the job the employee performs. The firm prides themselves in being a "learning firm" and that seek learning opportunities that exist through the voluntary participation in owner office hours, focus groups, and other mentoring opportunities as appropriate. Phone:
All full time employees who use their personal cell phones for work purposes are eligible to submit for a $50 per month reimbursement. Parking:
On Street. Company Connectedness:
Outside of regular office hours where everyone works closely together, the company gets together for monthly luncheons, an annual winter holiday party, annual Summer Session learning and team building events. Culture:
values-based, focus on hospitality for our team members, clients and partners, close-knit teams, relentless pursuit of justice for our clients, development opportunities for team members who want to grow.
Interview Cadence (understanding things may pop up) Phone screen between candidate and Exceptional Admins (30-mins) If a fit, candidate creates personal, admin portfolio (2.5-hrs) Once the candidate's fit is confirmed, candidates records and submits video interview (15-mins) First client interview: candidate and CEO (30-mins, virtual) Second client interview: candidate and client team member (30-mins, virtual) Connect with references Third client interview: candidate and client team members (1-hour, onsite) Present Offer Is this the right fit for you?
The ideal employee would meet 9 out of the 10 attributes to be successful (and fulfilled) in this role:
You are highly organized You have experience working in a law firm or legal department You enjoy being the go-to person Personable with a hospitality-oriented mindset Exceptional self-directed work ethic You are curious You keep detailed lists and use technology to track everything You are energized to work with distinguished clients and a tight knit team Regularly seek out ways to optimize productivity Would self-describe as "positive, committed, and someone who has high standards"
Coopers, LLP is an Equal Opportunity Employer. They consider all qualified applicants without regard to race, religion, color, national origin, ancestry, physical or mental disability, medical condition, genetic information, marital status, sex, gender, gender identity, gender expression, sexual orientation, age, military or veteran status, political affiliation, or any other characteristic protected under applicable federal, state, or local law. They also provide reasonable accommodations to qualified individuals with disabilities throughout the application and interview process.
This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.
Employment is contingent upon you successfully completing the vetting process and passing verification of references, employment, and education (where applicable).