Senior Executive Assistant Operations Systems Lead

Posted a month ago

Description

The Law Office of Susan A. Katzen, a boutique Trusts, Estates, and Special Needs Planning firm in Newport Beach, is seeking aSenior Executive Assistant & Operations Systems Leadto support our Managing Attorney and leadership team.

This role is ideal for a seasoned Executive Assistant who loves owning a busy calendar, building systems and workflows, and being the calm, organized center of a professional team. You’ll provide high-level executive support and help implement and maintain firm-wide systems (especially Asana) that keep our practice running smoothly.

If you want your work to directly support families and caregivers and you enjoy both executive support and operations, we’d love to hear from you.

Responsibilities

• Manage and protect the Managing Attorney’s calendar, schedule, and priorities
• Coordinate internal and external meetings, calls, and events
• Anticipate needs and ensure the Managing Attorney is prepared for meetings and deadlines
• Assist with email triage, follow-ups, and reminders to keep projects moving
• Help implement and maintain Asana as the firm’s task and project management tool
• Build and refine workflows, checklists, and processes for the firm
• Track deadlines, follow-ups, and recurring tasks so nothing falls through the cracks
• Serve as a central point of contact between the Managing Attorney and team members
• Coordinate staff meetings, agendas, and follow-up action items
• Support client-facing logistics such as scheduling, confirmations, and follow-ups
• Assist with the preparation of client meeting materials and basic document organization
• Help with occasional firm events, workshops, or webinars (planning and logistics)
• Support light HR/operations tasks, such as onboarding checklists and vendor coordination

Qualifications

Required

• 5+ years of experience as an Executive Assistant supporting a C-level executive, Managing Partner, or senior professional (law, finance, consulting, or similar)
• Proven experience managing a busy, dynamic calendar and protecting an executive’s time
• Strong organizational skills and attention to detail
• Excellent written and verbal communication skills
• High level of professionalism, discretion, and judgment
• Tech-savvy and comfortable learning new software and tools
• Ability to work on-site in Newport Beach with some hybrid flexibility after onboarding
• Proactive, resourceful, and able to work independently with minimal supervision

Preferred/Nice to Have (Not Required)

• Experience in a law firm or professional services environment
• Experience with Asana or similar project management tools
• Familiarity with tools such as Lawmatics, Actionstep, Egnyte, or similar systems
• Experience helping implement or improve workflows and processes
• We don’t expect you to check every single box. If you have strong EA experience, are tech-savvy, and enjoy building systems that help teams work better, we encourage you to apply

Compensation

$85,000 – $105,000 yearly base salary DOE plus bonus

About Law Office of Susan A. Katzen

The Law Office of Susan A. Katzen is a Newport Beach law firm focused onestate planning, special needs planning, and settlement planning. For over 45 years, we’ve helped families protect what matters most with compassion, clarity, and deep expertise. We offer competitive benefits:

We offer competitive benefits

• Medical, dental, and vision insurance with employer contribution
• 401(k) with employer match
• Paid time off and paid holidays
• Paid parking in Newport Beach
• Professional development and training opportunities
• A stable, mission-driven environment serving families, individuals, and caregivers

If you want your work to support a mission that truly matters and enjoy being a trusted partner to a CEO, this role offers both challenge and meaning.