Senior Executive Assistant

Job Description Position Type: Full Time Exempt On-site (in-office) Location: Los Angeles Residency Requirements: Washington D.C.: For all positions based in the Washington, D.C. office, residency within Washington D.C., Maryland or Virginia and within a reasonable commutable distance to the assigned office is required depending on the firm’s discretion and the nature of the role. Los Angeles and San Francisco Offices: For all positions based in the Los Angeles and San Francisco offices, residency within the state of California and within a reasonable commutable distance to the assigned office is required depending on the firm’s discretion and the nature of the role. Salary Range: $150,000 - $175,000*K/YR *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.

SUMMARY

The Senior Executive Assistant provides high-level, strategic administrative and operational support to attorney firm leadership. This role serves as a trusted partner, managing complex priorities with discretion, sound judgment, and a deep understanding of firm operations. The Senior Executive Assistant operates with a high degree of autonomy, anticipating needs, streamlining workflows, and ensuring seamless execution of day-to-day activities. This is a highly visible role that regularly interfaces with partners, senior leadership, and stakeholders across the firm. Due to the nature of executive-level support, this role requires flexibility in work hours and availability outside of standard business hours, as needed, to support time-sensitive priorities and firm leadership.

JOB FUNCTIONS EXECUTIVE SUPPORT AND ADMINISTRATION

• Serves as a primary point of contact for assigned executives, exercising discretion and sound judgment in handling sensitive and confidential matters.
• Manage incoming communications, including calls, emails, and correspondence; triage priorities and respond or elevate as appropriate.
• Anticipate executive needs by proactively monitoring priorities, deadlines, and follow-ups.
• Draft, proofread, and edit correspondence, presentations, and other documents to ensure accuracy, professionalism, and alignment with firm standards.
• Maintain and update contact records and relevant databases.
• Manage mail distribution, courier services, and shipping logistics.
• Process expense reports and vendor invoices, ensuring timely submission, tracking, and resolution of discrepancies.
• Coordinate distribution of legal work through centralized functions and track completion status.
• Proactively aligns with assigned executives on priorities, emerging needs, and follow-up actions to ensure seamless execution.

CALENDAR AND MEETING MANAGEMENT

• Proactively manage complex and dynamic calendars across multiple priorities, ensuring effective use of executive time.
• Coordinate and schedule meetings, including internal and external participants and maintains executives informed of all details.
• Maintain real-time awareness of executive availability and ensure accessibility for urgent matters.
• Prepare meeting logistics, including agendas, materials, A/V setup, and catering coordination.
• Attend meetings as requested to capture notes, track action items, and follow through to completion.
• Build strong relationships with administrative and operational teams to facilitate efficient scheduling and coordination.

TRAVEL MANAGEMENT

• Coordinate complex travel arrangements in partnership with the Travel Department, including itinerary planning and booking confirmations.
• Monitor travel schedules and proactively communicate updates, delays, or changes.
• Ensure all travel logistics and documentation are prepared in advance.
• Provide support within the firm’s travel systems as needed.

BILLING & TIME ENTRY

• Manage attorney time entry processes, including assigning appropriate task codes, reviewing entries for compliance with client billing guidelines, reconciling discrepancies, and ensuring timely submission of all attorney time records.
• Serve as the primary liaison between attorneys and the billing department by conducting initial reviews of pro forma invoices, identifying and correcting billing errors, recommending revisions, coordinating updates with attorneys, and obtaining approval for final client invoices.
• Support attorneys in addressing client billing inquiries, fulfilling requests for billing-related information, and resolving invoicing issues to ensure accurate and timely client service.

FILE AND INFORMATION MANAGEMENT

• Maintain organized electronic and physical filing systems to support efficient document retrieval and recordkeeping.
• Manage file lifecycle, including archiving, offsite storage coordination, and document cleanup for efficiency and compliance.

PROJECT AND OPERATIONAL MANAGEMENT

• Support firm initiatives and projects by collecting, organizing, and synthesizing information for executive review.
• Independently manage assigned projects, ensuring deadlines are met and stakeholders are kept informed.
• Identify opportunities to improve administrative and operation processes and implement solutions to enhance efficiency and effectiveness.

TEAM AND OFFICE CONTRIBUTION

• In collaboration with the Administrative Manager, provide guidance, training, and support to others as needed.
• Contribute to team best practices, knowledge sharing, and continuous improvement efforts.
• Perform other duties and responsibilities as assigned to support evolving business needs.

TOOLS

• Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint).
• Ability to learn and leverage firm systems and technology tools.

MINIMUM JOB QUALIFICATIONS

• Bachelor’s degree preferred; high school diploma or equivalent required.
• 10+ years of experience providing executive-level support to senior leadership.
• Demonstrated ability to handle highly confidential and sensitive information with discretion.
• Exceptional organizational, communication, and time management skills.
• Proven ability to prioritize competing demands in a fast-paced environment.
• Strong analytical and problem-solving skills, with the ability to synthesize information and support decision-making.
• Ability to work independently with minimal supervision while maintaining high attention to detail.
• Ability to interact successfully with all levels of the organization.

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.

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.

About Munger, Tolles & Olson

Munger, Tolles & Olson has topped The American Lawyer’s A-List a record eleven times, and maintains the highest average A-List ranking in the history of the award. We strive to hire only the most qualified and creative lawyers. We believe that clerkships provide valuable experience. In this regard, nearly 75% of our lawyers and over 80% of our litigators 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.

MTO is an equal opportunity employer

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.

Munger, Tolles & Olson is one of the nation’s premier law firms. From Hollywood to Wall Street, our lawyers are tackling the most high-profile cases across a range of industries, and shaping the corporate landscape. Our attorneys and clients recognize that talented, experienced business professionals are an integral part of any successful legal team. Munger, Tolles & Olson has 200 attorneys and approximately 250 additional employees in business professional positions. Our firm provides an exciting and collaborative work environment as well as a competitive salary and benefits package to all eligible employees.

Munger, Tolles & Olson LLP is an equal opportunity employer, and does not discriminate on the basis of race, color, ethnicity, religion, religious creed, sex, gender, gender identity and expression, pregnancy, childbirth, breastfeeding, and medical conditions related to pregnancy, childbirth and breastfeeding, marital or domestic partner status, family care status, national origin, ancestry, age, sexual orientation, disability or medical condition, genetic characteristic, political affiliation, veteran status, or any other characteristic protected by federal, state or local law.

Pursuant to local ordinances, we will consider for employment qualified applicants with arrest and conviction records.

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