Executive Assistant (Bi-Lingual)

Are you skilled at providing top-notch support to enhance the efficiency of executives?

Do you excel at organizing and streamlining schedules and communications for senior management?

Can you effectively coordinate the demanding activities of a busy law firm to meet the needs of its executives?

Do you pride yourself on your ability to operate at the highest of levels (written and spoken) in both English and Spanish?

Final question: When faced with a challenge, do you get excited or run away?

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At BBA Immigration, located at Houston, TX, we specialize in providing comprehensive legal services to clients navigating the complexities of immigration law. Our dedicated team, led by partners Diego Bustillos and Adriana Bello, is committed to offering personalized and effective legal solutions, reflecting our core values of curiosity, integrity, empathy, and professionalism.

We are renowned for our client-focused approach, as evidenced by glowing testimonials and our active engagement through various platforms, including a detailed blog that educates and informs the community. Our firm not only strives to achieve the best outcomes for our clients but also fosters an inclusive and supportive work environment for our team.

As BBA Immigration continues to grow and our caseload expands, the need for a highly organized and dedicated bi-lingual Executive Assistant has become increasingly evident. This essential role is designed to directly support our partners, Diego and Adriana, by managing their schedules, coordinating communications, and handling day-to-day administrative tasks. By ensuring that our partners’ professional responsibilities are streamlined and efficient, the Executive Assistant will enable them to devote their full attention to providing the highest level of advocacy and service to our clients. This position is not just about managing tasks—it's about contributing to a team that makes a real difference in the lives of those navigating the complexities of immigration law.

What you'll do:

Communication Management: Handle phone lines and manage email inboxes, ensuring efficient communication flow, and that no line of communication falls through the cracks.

Microsoft Excel: Highly proficient in Excel (thinking formulas, special look up functions, and pivot tables/charts)

Schedule Management: Oversee and optimize partners' schedules, managing calendars, efficiently scheduling meetings, guarding their time, and helping block off calendar slots to ensure efficient allocation of their time.

Accountability Support: Take meeting minutes and track action items to ensure partners follow through on their commitments. Assist in holding partners accountable for tasks, following up with task/project owners on completion and deadlines.

Travel Assistance: Organize all travel arrangements, including purchasing plane tickets and booking accommodations, to ensure seamless travel experiences.

Administrative Support: Provide broad administrative support and generate solutions for ad hoc tasks and initiatives, enabling partners to buy back their time and focus on more strategic tasks, enhancing their productivity and effectiveness.

Operations Assistance: Assign leads in Clio to the Intake team, ensuring a smooth operational flow and timely response to potential clients.

Client Management:

Access Clio to identify and mark leads, ensuring potential client interactions are promptly addressed.

Manage and follow up on existing client meetings for Diego and Adriana to enhance relationships and ensure satisfaction.

Send out client agreements as part of maintaining and formalizing client relations.

Coordinate all aspects of client gifting, including ordering and shipping, to maintain positive client rapport.

Additionally, assist with client care initiatives by providing creative solutions that improve client engagement and overall satisfaction.

What we're looking for:

Experience: 3 to 4 years as an Executive Assistant, ideally within a law firm setting. Experience in client-facing roles is essential.

Language Skills: Bilingual proficiency in Spanish and English is required.

Professional Attributes: We seek a proactive, personable, and collaborative individual who embodies a "quick start" mentality, eagerly jumping into problems with a can-do attitude. This role requires a self-starter, capable of multitasking and solving problems effectively, who acts swiftly on tasks or provides clear timelines for completion.

Technical Proficiency: Comfortable with technology, including proficiency with Clio, O365 Suite/Teams, and DocketWise. (These are not required, but ability to quickly pick these up and/or use of similar past platforms is essential.)

Why you should work here:

Impactful Work: Play a crucial role in a firm that impacts lives through immigration law, offering a chance to make a meaningful difference. Your efforts directly contribute to the success and efficiency of our firm, ensuring that we continue to advocate effectively for our clients and uphold our commitment to excellence.

Dynamic Environment: Thrive in a dynamic, growing firm that values professional development and personal growth. With performance reviews every six months, you'll receive constant feedback that helps guide your career trajectory within our firm.

Supportive Culture: Work in a collaborative environment that values each member’s contribution and fosters a positive workplace culture. Our firm is dedicated to maintaining a healthy work-life balance, evidenced by clear policies on breaks and flexible scheduling that minimize disruption and maximize productivity.

Benefits and Perks:

Health, Dental, Vision Insurance: Choose between plans where the company pays 50% of the cost. Eligibility begins 30 days from the date of hire.

Paid Time Off (PTO): Team members enjoy 10 days of paid vacation per calendar year, with the ability to accrue and roll over vacation days. The firm recognizes paid holidays and offers bereavement and jury duty leave, ensuring you have time to handle personal matters. Additionally, team members receive 2 paid sick days per year.

Retirement Plan Options: Eligible to enroll in a 401k plan 6 months from hire date, with a company contribution of 3% even if the team member does not contribute.

Life and Disability Insurance: Full coverage for life, short-term, and long-term disability insurance, fully funded by the company, providing security for unforeseen circumstances.

Travel and Expense Reimbursement: Team members are reimbursed for reasonable expenses incurred during approved travel, ensuring that you're supported while on the move for business.

Join us in our mission to navigate and overcome the challenges of immigration law, becoming a key figure in a team that not only excels in the legal field but also transforms lives. By embracing this role, you contribute to a firm that treasures innovation, compassion, and excellence, making a real difference where it truly counts.