Job Description
Company Overview
Boutwell Fay LLP is a nationally recognized boutique law firm focused exclusively on ERISA and employee benefits law. Our mission is simple: solve complex ERISA challenges with practical, proactive solutions. We do that through collaboration, creativity, and a strong team culture.
We are seeking an Executive Assistant & Operations Coordinator to work directly with our Director of Operations. This role combines high-level executive support with hands-on operational coordination. It is ideal for someone who enjoys variety, problem-solving, and being a reliable, adaptable team player in a small firm environment.
What Makes This Role Unique
This is not a traditional administrative role. You will be a trusted partner who helps keep the firm organized, supports key initiatives, and steps in wherever needed. In a small firm, everyone wears multiple hats—and we value people who enjoy that.
Key Responsibilities
Provide high-level executive support to the Director of Operations, including calendar management, meeting preparation, and follow-up
Support firm operations and special projects, including system implementations, vendor coordination, and process improvements
Assist in coordinating firm marketing activities, including content calendars, project deadlines, preparation of professional presentation materials (including PowerPoint decks), and execution support for firm communications, email campaigns, and published content
Maintain and update operational reports, dashboards, and trackers; assist with troubleshooting data issues
Develop and support advanced Excel-based tools, reports, and analytical models to support operational and financial decision-making
Support internal systems such as SharePoint (firm intranet), NetDocuments, and other operational platforms
Assist with onboarding/offboarding coordination, internal documentation, events, and office logistics
Support firm initiatives related to technology and AI tools used in professional services environments
What We’re Looking For
5+ years of executive assistant or operations support experience (professional services or law firm preferred)
Strong Excel skills, including complex formulas and data analysis
Experience preparing professional PowerPoint presentations
High level of discretion, judgment, and organization
A collaborative, flexible mindset and willingness to step in where needed
What We Offer
Competitive compensation and comprehensive benefits
Professional development opportunities
Supportive, collegial work environment
Opportunity to make a meaningful impact at a growing boutique firm
Pay: $60,000.00 - $75,000.00 per year
Benefits:
401(k)
401(k) matching
Dental insurance
Employee discount
Health insurance
Life insurance
Paid time off
Retirement plan
Vision insurance
Application Question(s):
Excel / Analytics:
Please describe the most complex Excel formula, model, or spreadsheet you have built. What was it used for?
Work Location: In person
Boutwell Fay LLP is a nationally recognized boutique law firm focused exclusively on ERISA and employee benefits law. Our mission is simple: solve complex ERISA challenges with practical, proactive solutions. We do that through collaboration, creativity, and a strong team culture.
We are seeking an Executive Assistant & Operations Coordinator to work directly with our Director of Operations. This role combines high-level executive support with hands-on operational coordination. It is ideal for someone who enjoys variety, problem-solving, and being a reliable, adaptable team player in a small firm environment.
What Makes This Role Unique
This is not a traditional administrative role. You will be a trusted partner who helps keep the firm organized, supports key initiatives, and steps in wherever needed. In a small firm, everyone wears multiple hats—and we value people who enjoy that.
Key Responsibilities
Provide high-level executive support to the Director of Operations, including calendar management, meeting preparation, and follow-up
Support firm operations and special projects, including system implementations, vendor coordination, and process improvements
Assist in coordinating firm marketing activities, including content calendars, project deadlines, preparation of professional presentation materials (including PowerPoint decks), and execution support for firm communications, email campaigns, and published content
Maintain and update operational reports, dashboards, and trackers; assist with troubleshooting data issues
Develop and support advanced Excel-based tools, reports, and analytical models to support operational and financial decision-making
Support internal systems such as SharePoint (firm intranet), NetDocuments, and other operational platforms
Assist with onboarding/offboarding coordination, internal documentation, events, and office logistics
Support firm initiatives related to technology and AI tools used in professional services environments
What We’re Looking For
5+ years of executive assistant or operations support experience (professional services or law firm preferred)
Strong Excel skills, including complex formulas and data analysis
Experience preparing professional PowerPoint presentations
High level of discretion, judgment, and organization
A collaborative, flexible mindset and willingness to step in where needed
What We Offer
Competitive compensation and comprehensive benefits
Professional development opportunities
Supportive, collegial work environment
Opportunity to make a meaningful impact at a growing boutique firm
Pay: $60,000.00 - $75,000.00 per year
Benefits:
401(k)
401(k) matching
Dental insurance
Employee discount
Health insurance
Life insurance
Paid time off
Retirement plan
Vision insurance
Application Question(s):
Excel / Analytics:
Please describe the most complex Excel formula, model, or spreadsheet you have built. What was it used for?
Work Location: In person
💡 Quick Summary
Seeking a career-building opportunity? The Executive Assistant & Operations Coordinator position is now open for candidates interested in the Event Management Jobs sector. This role in Irvine offers a professional environment and growth potential.
Requirement Snapshot: Candidates should possess basic communication skills, a proactive attitude, and the ability to work in a team. Experience in Event Management Jobs is a plus.
