Executive Assistant to the CEO and Project Coordinator
Huntington Beach, California - Full Time

If you are a skilled administrative multitasker who enjoys keeping pace with a busy executive who needs a proactive Executive Assistant to the CEO and Project Coordinator to handle a myriad of details, this may be an excellent match for you! At Lombard Consulting Services, Inc., your Monday-to-Friday workdays will speed by as you pay attention to every detail and keep this office functioning smoothly. At this small, well-established, successful company, wearing many hats is part of everyone's work wardrobe.

You will report to the President and provide high-level support for executive management, along with a range of litigation support and administrative support for our Construction Defect Experts and other internal and external professionals. This position will require you to exercise independent judgment to resolve administrative problems. Your ability to prioritize and manage multiple projects simultaneously with little or no supervision will be a key factor in your success.

This is a full-time, 8-to-5, on-site position, and Lombard Consulting Services Inc. offers a rich employee benefits program that includes a choice of multiple HMO and PPO health insurance plans, dental insurance, life insurance, optional disability insurance, FSA plan, sick time, vacation, annual bonus, and 401k plan with company matching contributions. Intrigued? Read on for more details.

What You'll Do:

  • Manage expert and executive calendars including building visual inspections, attorney meetings, depositions, mediation, arbitration, or trial testimony and schedule a variety of business meetings.
  • Provide case oversight including managing due dates, appropriate expert assignment, inspection tracking, etc.
  • Arrange travel accommodations and reservations for experts and executive management as needed.
  • Assist with special events planning, including trade shows and conferences.
  • Prepare correspondence to legal counsel and insurance adjusters.
  • Prepare homeowner, SOW vendor, and trade matrices.
  • Assist in preparations of expert declarations and statements.
  • Review and edit expert reports for spelling, grammar, readability, accuracy, and completeness. 
  • Prepare binders for experts to review prior to expert meetings, deposition, arbitration or trial.
  • Compile and transmit expert case files for deposit in advance of expert deposition.
  • Review and edit language on draft invoices and correct grammar, terminology, accuracy, etc. Request additional information from experts as needed to clarify work performed, etc.
  • Assist in general management and employee training of additional office locations. Occasional travel may be required.
  • Uses various software applications such as spreadsheets, databases, and graphics packages to assemble, manipulate, and/or format data and/or reports.
  • Perform party conflict checks to determine prior engagements and/or other conflicts of interest.
  • Prepare and send client retention agreements using electronic agreement tools.
  • Receive, organize, and track case documents from clients for expert review including pleadings, depositions, discovery, etc. 
  • Maintain the highest level of confidentiality.
  • Answer phone calls, take messages, and/or route calls to the appropriate staff member.
  • May perform other duties as assigned.

What You'll Bring:

  • Excellent verbal and written communication skills.
  • Excellent interpersonal, analytical, and critical thinking skills.
  • Taking initiative and working effectively with little or no oversight.
  • Proficiency with Microsoft Office applications, including Word, Excel, PowerPoint and Outlook.
  • A track record of complex and detailed scheduling experience with busy executives and professionals.
  • Ability to work with databases and online technological platforms.
  • Detail-oriented, diligent, and flexible.
  • Five or more years of experience as an Executive Administrative Assistant in a CEO/President-level setting.
  • Demonstrated interpersonal skills and proficiency in business vocabulary and best practices, in order to effectively represent the executives and the company to outside parties.

If this sounds like a step forward for your already successful career, please apply today for our thoughtful consideration.