Executive Administrative Assistant

Insight Global • Palo Alto, CA • 3h ago

Job Description

Insight Global is seeking an Executive Administrative Assistant to join a prestigious global law firm. This individual will join a collaborative Palo Alto office and provide high level administrative, billing, and operational support to attorneys in a transactional-focused practice.

Responsibilities:

Manage complex calendars, schedule meetings, and coordinate travel arrangements

Draft professional correspondence, memoranda, and documents

Prepare, review, and process client invoices in alignment with firm policies and client guidelines

Enter attorney time, track billable hours, and maintain accurate matter lists and related billing data; Support advanced billing functions including 3E/ProForma workflows and partner billing cycles

Manage client/matter intake processes, conflicts checks, and engagement letter execution

Maintain case management records, deal team lists, and CRM data

Serve as liaison among attorneys, clients, and internal support departments; Greet visitors and help ensure a professional client experience

Coordinate onboarding of new attorneys and support cross office project work

Reserve conference rooms and arrange catering as needed

Proactively monitor deadlines, anticipate needs, and identify potential risks

This is a full-time position based in Palo Alto, CA, requiring five days onsite with some flexibility.

Compensation

$110,000-$120,000 base salary

Exact compensation may vary based on several factors, including skills, experience level, geographic location, education, and internal equity.

We are a company committed to creating diverse and inclusive environments where people can bring their full, authentic selves to work every day. We are an equal opportunity/affirmative action employer that believes everyone matters. Qualified candidates will receive consideration for employment regardless of their race, color, ethnicity, religion, sex (including pregnancy), sexual orientation, gender identity and expression, marital status, national origin, ancestry, genetic factors, age, disability, protected veteran status, military or uniformed service member status, or any other status or characteristic protected by applicable laws, regulations, and ordinances. If you need assistance and/or a reasonable accommodation due to a disability during the application or recruiting process, please send a request to HR@insightglobal.com.To learn more about how we collect, keep, and process your private information, please review Insight Global's Workforce Privacy Policy: https://insightglobal.com/workforce-privacy-policy/.

Skills and Requirements

5+ years of experience as an Executive Assistant within a large law firm or supporting the general counsel/executive-level individuals within a large financial services or consulting firm

Strong proficiency with Microsoft Office Suite (Outlook, Word, PowerPoint)

Experience with billing and timekeeping systems, ideally 3E and ProForma

Excellent communication, organization, and attention to detail; ability to manage shifting priorities in a fast paced environment - Law firm experience, specifically supporting transactional attorneys

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