Executive Personal Assistant

Job Description

We need you to be the best at communication, attention to detail, organizational skills, prioritization, understanding of marketing, advertising, networking, multi-tasking, work successfully in a fast-paced work environment, and meet deadlines with no drama!

We need the Executive Personal Assistant to play a key role in our growing team.

You’ll be responsible for assisting one of our Partners with administrative duties such as overseeing itineraries, answering phone calls, handling firm communications, managing our office filing system, organizing the partner's calendar, and running errands as necessary. If you love the idea of stepping into a versatile role and working closely with leadership, we want to hear from you!

If you're not already imagining yourself loving this job, then stop reading now. We don't want anyone who's not going to love working here and might even crawl over broken glass for the chance to work with us. But if you feel something that inspires, excites, or intrigues you about this posting, keep reading.Compensation:

$60,000 - $70,000Responsibilities:

Be the main point of contact for high-level executive

Screen incoming information from messages, phone calls, voicemails, memos, and emails, compile information, and report to an executive

Support an executive with meeting preparation and take minutes

Take care of office management duties such as ordering filing systems and keeping track of office equipment and supplies

Other assistant duties as assigned from executives such as pick up orders, and other personal assistant tasks

Make sure executive schedules including travel arrangements, itineraries, and team meetings, are organized and up-to-date

Schedules & Arrangements

Maintain personal calendar and work with the Firm’s legal assistant to ensure Owner’s personal calendar and work calendar mesh/do not conflict

Schedule Owner’s business and personal travel

Screening incoming information from messages, phone calls, emails, voicemails, and memos, then compile information and report to Partner

Be the main point of contact for the Partner and daily needs

Office Assistance

Support Partner with meeting preparation and take minutes

Pull data and reports and provide for Partner review

Expense management

Ordering/delivering supplies for the office

Pick up food/snacks/beverages/goodies for the office

Marketing Assistance

Manage firm systems for sending out direct mail like birthday cards, holiday cards, client satisfaction surveys, monthly newsletters, thank you cards, etc.

Call organizations to schedule speaking engagements for rainmakers

Serving as “back of the room “support at speaking engagements for rainmakers

Call potential new referral sources to schedule marketing call meetings for rainmakers

Call existing referral sources to schedule lunches, dinners, etc. with them and rainmakers

Assist with operating the marketing system

Once the client file is closed, operate the post-case follow-up systems to nurture past client relationships causing more new referrals and new matters from the client base

Coordinate live events/seminars/open houses/client referral source appreciation receptions

Coordinate with copywriters on monthly mailed and/or digital newsletters

Attend local networking events to identify potential referral sources

Maintain inventory of marketing materials

Research articles and/or books to be sent to referral sources

Household Management

Manage schedule, pay, and oversee the work of services/vendors, as needed.

Running errands (pick-ups, drop-offs)

Sort, scan, and get rid of mail

Handle all Post office, mailing

Pet management

Random personal and professional things that come up!Qualifications:

High school diploma or G.E.D. required

Comfortable meeting deadlines and handling confidential information

2 or more years as an assistant, executive assistant, or in a position performing supportive duties

Experience using Microsoft Office

Strong organizational skills, communication skills, time management skills, and interpersonal skills

Accustomed to working on strict deadlines and handling confidential information

Strong phone skills are required

Valid driver’s license with clean driving record and vehicle available at all times

Strong sense of responsibility and ability to complete tasks with minimal supervision

Some travel may be required

About Company

We are a fast-growing, busy law firm that helps people across the state of Florida get access to recovery for their loved ones, whether that be for addiction or mental health, even when they feel like it is out of reach. More specifically, we help people when they are going through the most challenging crisis of their lives, a loved one’s suffering from a chronic disease.