Executive Assistant

Position Summary

The Executive Assistant supports senior partners and associates with high‑impact administrative, operational, and client service coordination to ensure the team operates at peak performance in a fast‑paced, high‑stress setting. The Executive Assistant is the central point of coordination for attorneys’ calendars, client meetings, travel, and day‑to‑day execution. Success requires impeccable judgment, urgency, and resilience; anticipating needs, triaging priorities, and safeguarding time and information flow for senior leaders and our clients.

• Calendar, Gatekeeping & Prioritization
  • Own complex, dynamic calendars for multiple attorneys; triage, sequence, and protect high‑value time blocks; proactively resolve conflicts and last‑minute changes.
  • Serve as primary gatekeeper for calls, messages, and meeting requests; apply judgment to route, defer, or elevate based on urgency, client impact, and attorney priorities.
  • Prepare daily briefing packets (agenda, objectives, attendee profiles, materials, logistics) and deliver rapid updates as priorities shift.
• Meeting & Client Coordination
  • Schedule client and internal meetings end‑to‑end (in‑person/virtual), including room/tech set‑up, agenda management, and attorney confirmations.
  • Capture and circulate action lists; track follow‑ups and deadlines; coordinate with team members to ensure delivery on commitments.
• Travel & Logistics
  • Plan intricate travel itineraries with contingency options; manage changes on the fly.
  • Process expenses and reimbursements promptly; reconcile corporate card activity and maintain accurate records.
• Communications & Document Handling
  • Draft and polish professional correspondence, brief updates, and executive summaries; ensure tone aligns with firm standards.
  • Organize executive materials, decks, bios, and meeting packets; maintain version control and discreet archiving.
• Operations
  • Maintain a consistent operating cadence: weekly priorities, pipeline check‑ins, client touchpoint calendars, and post‑meeting debriefs.
  • Track key dates, milestones, and deliverables; surface risks early and coordinate cross‑team support to keep work on track.
• Confidentiality & Discretion
  • Handle sensitive client and firm information with the highest discretion and professionalism; uphold privacy requirements and internal protocols.
  • Utilize Microsoft Office (Outlook, Word, Excel, PowerPoint), Teams, Adobe, authorized AI programs, and document/CRM systems to streamline scheduling, materials, and reporting.

• High school diploma or equivalent required.
• Bachelor’s degree in related field such as paralegal studies, business administration, or a relevant discipline is a plus.
• 5+ years supporting senior executives/partners in a high‑demand professional services or financial services environment; ultra‑high‑net‑worth client exposure strongly preferred.
• Demonstrated success managing high‑stress, fast‑paced operations with frequent changes and competing deadlines.
• Exceptional organizational skills, attention to detail, and time management; able to anticipate needs and think several steps ahead.
• Excellent written and verbal communication; polished executive presence and client service orientation.
• Advanced proficiency with Microsoft Office Suite, Teams, and travel/expense platforms; comfortable with CRM/document management systems.
• Discretion handling confidential information; sound judgment and integrity.
• In‑person in the Reno office; occasional after‑hours availability to support urgent partner and client needs.

Full‑time, non‑exempt

8‑hour shift (8‑5), Monday through Friday (with potential OT, as needed)

Base pay range: $60,000.00 – $80,000.00 per year. Competitive salary plus excellent benefits, 401k, profit‑sharing and bonus!

• Medical insurance
• Vision insurance
• 401(k)

• Seniority level:
  Mid‑Senior level
• Employment type:
  
  Full‑time
• Job function:
  Administrative
• Industries:
  Legal Services and Law Practice
• Location:
  
  Reno, NV – in‑person; occasional after‑hours availability.