Executive Assistant

At Stout, we’re dedicated to exceeding expectations in all we do – we call it Relentless Excellence ® . Both our client service and culture are second to none, stemming from our firmwide embrace of our core values: Positive and Team-Oriented, Accountable, Committed, Relationship-Focused, Super-Responsive, and being Great communicators. Sound like a place you can grow and succeed? Read on to learn more about an exciting opportunity to join our team. Impact You’ll Make •   Keep core practice operations moving by coordinating schedules, communications, documentation, and time-sensitive follow-up across internal and external stakeholders. •   Provide operational continuity across the engagement lifecycle, including setup, conflict checks, engagement documentation, billing coordination, receivables tracking, and closeout. •   Own the logistics and process administration behind recruiting workflows, including complex interview scheduling, candidate communication, ATS documentation, and campus or Super Day coordination. •   Maintain reliable tracking and reporting that gives leaders visibility into engagement, recruiting, business development, and office priorities. •   Support local market presence and team connection through CRM administration, client and case research, event execution, and regional employee engagement initiatives. What You’ll Do PRACTICE & LEADERSHIP OPERATIONS •   Manage complex calendars, meeting schedules, conference calls, travel, and changing priorities for Los Angeles DCI leaders and team members. •   Prepare, track, and reconcile expense reports and related documentation for team leadership. •   Maintain organized records, shared files, internal trackers, and status documentation so current information is easy to access and action. •   Coordinate across Accounting, Legal, Marketing, IT, recruiting, and project teams to resolve operational issues and keep deadlines on track. •   Support internal reporting, recurring practice processes, office operations, and ad hoc projects that require structured follow-up and clear ownership. •   Identify scheduling conflicts, missing information, process gaps, or overdue actions and escalate them early to the appropriate stakeholder. ENGAGEMENT LIFECYCLE & FINANCIAL OPERATIONS •   Coordinate engagement setup and lifecycle administration, including project codes, conflict checks, internal approvals, required documentation, and closeout activities. •   Draft and coordinate engagement letters in partnership with senior professionals and Legal, and maintain accurate records of approvals and executed documents. •   Track retainers, billing status, accounts receivable, and other engagement metrics; follow up with leadership, Finance, and project teams when action is needed. •   Prepare client and project materials, organize engagement documentation, and support teams with Excel-based analysis and research. •   Maintain status tracking across active engagements so deadlines, financial items, documentation needs, and next actions are visible to the team. •   Conduct case and docket research using Lex Machina and PACER, and manage Law360 monitoring and internal distribution for relevant DCI matters. MARKETING, CRM & MARKET INTELLIGENCE •   Support business development and marketing initiatives in coordination with DCI professionals and the Marketing team, with ownership of assigned logistics and follow-up. •   Maintain HubSpot CRM data, including contact records, relationship information, activity notes, and deal tracking, with attention to completeness and accuracy. •   Research clients, law firms, attorneys, case activity, and market developments to support meeting preparation and business development planning. •   Prepare presentation materials, client background information, and meeting support documents for senior professionals. •   Coordinate logistics for local marketing efforts, client-facing events, professional-development programs, and other practice initiatives. •   Build and maintain relationships with young professionals and attorneys in the Los Angeles market to support local connectivity and business development efforts. REGIONAL ENGAGEMENT & OFFICE OPERATIONS •   Support regional employee engagement initiatives and cross-office programming, including Employee Resource Partner responsibilities as assigned. •   Lead or coordinate internal event programming focused on employee connection, professional development, and cross-team collaboration. •   Plan and execute approximately 10 office and professional-development events annually in partnership with leadership, employee groups, and vendors. •   Manage event timelines, communications, attendee details, vendor coordination, materials, and on-site or virtual logistics from planning through completion. •   Track open items and follow-up after events or regional initiatives so commitments, feedback, and next steps are documented and completed. What You Bring •   Strong organizational and time-management skills, with the ability to manage multiple workstreams, competing deadlines, and frequent schedule changes. •   A process-oriented approach to administrative and operational work, including accurate tracking, documentation, follow-up, and escalation. •   Ability to work independently while supporting senior leaders and project teams in a fast-paced professional services environment. •   Strong attention to detail and a consistent standard of accuracy across schedules, documents, financial tracking, candidate records, and CRM data. •   Professional written and verbal communication skills, with sound judgment when working with clients, candidates, attorneys, vendors, and senior stakeholders. •   Strong problem-solving skills and the ability to identify the next action, resolve routine issues, and raise risks before they affect deadlines. •   Proficiency in Microsoft Word, Excel, PowerPoint, Ou