Executive Assistant

Job Responsibilities

• Answer phone calls, confirm meetings, and arrange scheduled appointments
• Communicate and speak with their client to obtain pertinent data to prepare legal documents via phone calls and emails
• Confirm meetings and schedules and communicate with the Leaders upon completion and progress of appointments
• Manage and maintain calendars and appointments
• Handle administrative tasks such as filing, saving, scanning, photocopying, and mailing to the extent, and able to make phone calls
• Complete word processing tasks
• Research and organize data
• Maintain and manage contacts
• Create documents, prepare legal retainers, email retainers for review and signing, monitor for signed retainers, and fees/costs paid
• Maintain professionalism and strict confidentiality with all materials and exercise discretion when interfacing with the business
• Manage social media channels and communicate with clients relating to relevant concerns and insights
• Order supplies

Requirements

• 2+ years of solid experience in an administrative role as an Executive Assistant
• QuickBooks knowledge is a plus
• Familiarity with social media platforms
• Proficiency with Microsoft Office tools such as Word and Excel
• Ability to maintain regular and punctual attendance
• Ability to multitask, problem-solve, quickly adapt, and be process-oriented with high attention to detail
• Capable of adapting quickly to a changing environment
• Must be coachable, open to learning, and accepts feedback well
• Strong verbal and written communication skills, including the ability to effectively facilitate and adjust communication styles to the audience
• Strong time-management skills and the ability to organize and coordinate multiple projects at once
• Navigate between multiple windows/browsers with ease, perform extensive internet research, and type fast
• Able to quickly learn new software and systems
• Ability to enter data into a computer quickly and accurately

Minimum Technical and Work Environment Requirements

• Internet Connection:
  • Primary internet connection with a minimum speed of 15 Mbps
  • Backup internet connection with at least 10 Mbps
  • Backup connection must be capable of supporting work during a power outage
• Primary Device:
  • Desktop or laptop equipped with at least:
    • Intel Core i5 (8th generation or newer), Intel Core i3 (10th generation or newer), AMD Ryzen 5, or an equivalent processor
    • A minimum of 8 GB RAM
• Backup Device:
  • Must meet or exceed the performance of an Intel Core i3 processor
  • Must be functional during power interruptions
• A functioning webcam
• A noise-canceling USB headset
• A quiet, dedicated home office space
• Peripherals and Workspace: A smartphone for communication and verification purposes

Benefits

• Join Our Dynamic Team: Experience our fun, inclusive, innovative culture that values your unique contributions and supports your professional growth
• Embrace the Opportunities: Seize daily chances to learn, innovate, and excel. Make a real impact in your field
• Limitless Career Growth: Unlock a world of possibilities and resources to propel your career forward
• Fast-Paced Thrills: Thrive in a high-energy, engaging atmosphere. Embrace challenges and reap stimulating rewards
• Flexibility, Your Way: Embrace the freedom to work from home or any location of your choice. Create your ideal work environment
• Work-Life Balance at Its Best: Say goodbye to stressful commutes and hello to quality time with loved ones. Achieve a healthy work-life integration to perform at your best