Executive Assistant

$30-$40/hr

The primary duties include, but are not limited to:

• Plan, coordinate and ensure the CEO's schedule is followed and respected, serving as "gatekeeper" to the CEO's time and office, inclusive of managing any and all communications (i.e., phone calls, email, correspondence, and faxes.)
• Assist the CEO with personal social arrangements, including travel, membership renewals, state bar dues, etc.;
• Assist the CEO in reviewing and sorting incoming mail;
• Assist and draft email correspondence on behalf of the CEO;
• Assist with coordinating the Firm’s Holiday Party as well as other Firm social events;
• Assist the CEO and Marketing department with holiday correspondence to the Firm’s VIP client(s);
• Assist the Marketing Department in daily “spot checks” of current commercials;
• Assist the Chief Operating Officer in scheduling in-person and telephone meetings with various individuals;
• Develop and maintain a filing system for the CEO’s files, documents, etc.;
• Maintain record of charity donations for yearly tax purposes;
• Manage the CEO’s personal and business calendar;
• Manage and schedule monthly Firm meetings, including but not limited to the Administration, Marketing, Intake, and Income & Trial Meeting;
• Receive and process daily Logan requests for the Personal Injury department;
• Communicate directly, and on behalf of the CEO, with Executive Management, Firm personnel, and others, on matters related to CEO's initiatives;
• Provide telephone coverage for the receptionist area and Intake Department as needed;
• Research, prioritize, and follow up on incoming issues and concerns addressed to the CEO, including those of a sensitive or confidential nature. Receive, prepare and distribute new Personal Injury files to Case Managers;
• Responsible for processing and submitting the CEO’s expense report to the Firm’s Accounting department;
• Serve as the CEO's administrative liaison, working closely with the CEO in his dealings with the in-house Marketing team, other department heads, and administrative personnel

Competencies/Skills:

• Ability to handle confidential and sensitive information with a high degree of discretion and tact;
• Ability to communicate effectively with a range of individuals;
• Ability to be flexible and negotiate ever-changing priorities;
• Ability to multitask and accurately process a large volume of work, often without daily oversight;
• Ability to work alone or as part of a team;
• Active and acute knowledge in Adobe Acrobat and Microsoft Office (i.e. Word, Excel, Outlook);
• Excellent attention to detail and proofreading skills;
• Is “politely persistent” in obtaining information to meet deadlines;
• Possess excellent written and verbal communication skills;
• Possess strong organizational, analytical, and clerical skills;
• Strong ability to multi-task and meet deadlines;
• Possess excellent interpersonal and organizational skills; and
• This position requires physical activity including, but not limited to bending, stooping, repetitive motion, and lifting of up to 20 pounds (lbs.). In addition, lifting heavy items and transport/guide up to 100 pounds (lbs.) of material on a cart is sometimes required. This position may also require sitting for prolonged periods of time.

Qualifications:

• High school diploma or equivalent;
• Minimum of 1 year experience in an Administrative or Executive Assistant position;
• Prior experience working a law firm setting is preferred; and
• Bilingual: fluently read, write, and speak English and Spanish, strongly preferred.