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.

The Executive Assistant provides executive support to several Managing Directors within Stout’s Disputes, Claims & Investigations (DCI) group and helps keep the Los Angeles office running smoothly. In partnership with the existing Office Manager, the role combines proactive support for leaders with hands-on coordination of ordering, catering, events, and colleague engagement. Priorities may shift with business and office needs.

Work arrangement: This is a full-time position based in the Los Angeles office. Onsite presence will initially be 2–3 days per week, with the intention of increasing toward 3–4 days per week as office and business needs evolve. Candidates should be comfortable with that anticipated increase and with coordinating onsite availability around meetings, catering, and events.

Impact You Will Make

• Help several DCI Managing Directors stay organized and focused through reliable calendar, travel, meeting, and administrative support.

• Partner with the Office Manager to deliver a welcoming, well-stocked office and well-executed meetings and events.

• Strengthen team connection through colleague engagement activities and improve recurring workflows through practical use of technology.

What You Will Do

Executive Support

• Manage complex, frequently changing calendars for several DCI Managing Directors; anticipate needs, resolve scheduling conflicts, and balance competing priorities and working styles.

• Coordinate internal and external meetings, including invitations, conference rooms, phone and video details, materials, and follow-up. Serve as a professional point of contact for clients, leaders, and colleagues.

• Arrange domestic and international travel, prepare itineraries, manage related logistics, and prepare, track, and reconcile expense reports.

• Prepare and proofread correspondence, presentations, proposals, engagement letters, and client-facing materials; coordinate report production and maintain organized files and records.

• Support engagement administration, including job codes, conflict checks, approvals, time entry, and check requests. Coordinate with engagement leaders, Legal, and Finance on documentation, billing, and outstanding items as needed.

• Maintain HubSpot contact records and other internal systems; support business development and Marketing requests, registrations, memberships, subscriptions, and research as assigned.

• Track deadlines and action items, communicate changing priorities, and follow through on administrative projects with appropriate discretion and limited supervision.

Office Coordination and Colleague Engagement

• Partner with the existing Office Manager on day-to-day office needs, coordinating assigned tasks and providing backup support to maintain consistent service.

• Order and replenish office supplies, kitchen items, refreshments, and other essentials; maintain inventory and coordinate with vendors on deliveries and order issues.

• Coordinate catering and office meals, including vendor selection, orders, dietary needs, delivery timing, setup, and cleanup for meetings and office gatherings.

• Plan and execute office events, holiday celebrations, team-building activities, and professional development programs in partnership with the Office Manager, leaders, and colleague groups. Manage invitations, vendors, materials, timelines, onsite logistics, and follow-up.

• Support colleague engagement and regional or cross-office programming, including Employee Resource Partner initiatives as assigned.

• Help keep conference rooms, shared spaces, and storage areas organized and ready for use; coordinate visitor registration, meeting supplies, and audiovisual needs.

• Assist with new hire onboarding and office orientation; coordinate with IT and building management on technology and facilities requests in partnership with the Office Manager.

• Coordinate shipments, mail, copying, scanning, filing, and document archiving; perform other administrative and office support duties as needed.

What You Bring

• Strong organizational and time-management skills, with the ability to prioritize requests from several senior professionals while meeting office commitments and changing deadlines.

• Excellent written and verbal communication, grammar, proofreading, and interpersonal skills; a professional, responsive approach to clients, colleagues, and vendors.

• Strong attention to detail, sound judgment, resourcefulness, and dependable follow-through; the ability to anticipate needs and resolve routine issues independently.

• Advanced proficiency in Microsoft Outlook and strong proficiency in Word, Excel, and PowerPoint; comfort using Adobe Sign and learning HubSpot and other business systems.

• Familiarity with AI tools, curiosity about their practical uses, and willingness to learn and apply approved tools to administrative work. Initial hands-on experience is welcome; advanced AI expertise is not required.

• Sound judgment when using AI, including following firm policies, protecting confidential client, colleague, and business information, using only approved tools for permitted information, and reviewing outputs for accuracy.

• A high level of discretion when handling sensitive information and the ability to work collaboratively with the Office Manager, supported leaders, and colleagues across the firm.

Education and Experience

• High school diploma required; college degree preferred.

• 4+ years of administrative or comparable experience, including support for senior professionals; experience in a professional services firm preferred.

• Experience supporting multiple executives and coordinating office operations, catering, events, or colleague engagement activities preferred.

How You Will Thrive

• Create structure around competing priorities, communicate clearly when needs change, and close the loop on open items.

• Build trusted relationships through accountability, responsiveness, professionalism, and a positive, team-oriented approach.

• Balance executive support with hands-on office coordination, adapting to changing needs while maintaining accuracy and confidentiality.

• Identify practical ways to improve recurring workflows and develop your skills through feedback, learning, and thoughtful use of technology.

A reasonable estimate of the current range is $30.00 - $40.00 hourly. This role is also anticipated to be eligible to participate in an annual bonus plan. Available benefits are based on eligibility. Our Total Rewards package includes a variety of options, including medical and dental plans, vision coverage, disability and life insurance, 401(k) plans, and access to other wellness-focused benefits. Depending on employment category, Stout offers Personal Time Off per calendar year based on standard work hours and years of service or Discretionary Time Off. Additionally, each year the firm publishes a calendar of holidays to be observed during the year. Information about benefits can be found here - https://www.stout.com/en/careers/benefits.

Additionally, we must also address the Colorado requirement, which mandates including either a deadline or a statement indicating that the job posting is ongoing.

Applications are reviewed on a rolling basis, with no set closing date. Recruitment will continue until the position is filled. Stout encourages qualified candidates to apply promptly to any role(s) that interest them to ensure full consideration.

Why Stout?

At Stout, we offer a comprehensive Total Rewards program with competitive compensation, benefits, and wellness options tailored to support employees at every stage of life.

We foster a culture of inclusion and respect, embracing diverse perspectives and experiences to drive innovation and success. Our leadership is committed to inclusion and belonging across the organization and in the communities we serve.

We invest in professional growth through ongoing training, mentorship, employee resource groups, and clear performance feedback, ensuring our employees are supported in achieving their career goals.

Stout provides flexible work schedules and a discretionary time off policy to promote work-life balance and help employees lead fulfilling lives.

Learn more about our benefits and commitment to your success.

https://www.stout.com/en/careers/benefits

The specific statements shown in each section of this description are not intended to be all-inclusive. They represent typical elements and criteria necessary to successfully perform the job.

Stout is an Equal Employment Opportunity. All qualified applicants will receive consideration for employment on the basis of valid job requirements, qualifications and merit without regard to race, color, religion, sex, national origin, disability, age, protected veteran status or any other characteristic protected by applicable local, state or federal law.

Interested in joining a rapidly growing group of bright, ambitious professionals in a work environment that values culture, inclusion, and personal growth? Stout might just be the right place for you.