Job Description

Overview: An Executive Assistant’s primary goal is to assist the Executive with administrative duties, including organizing the calendar, overseeing itineraries, answering phone calls, handling inbound and outbound communications, email management, customer service to clients, maintaining firm calendars and schedules, and performing additional duties as needed. Reporting Relationship: Executive Assistants perform their duties under the direction of one or more executives to whom they may be assigned. Please note: Out of courtesy to our office, please apply online only. Applicants who call or email the office will be disqualified from consideration. Responsibilities: Schedules & Arrangements • Maintain personal calendar and professional calendar of the Executive; ensure cohesion/do not conflict. • Daily oversight of email management. • Schedule the Owner’s business and personal travel. • Screening incoming information from messages, phone calls, emails, voicemails, and memos, then compile information and report to the Executive. • Be the main point of contact for the Executive and daily needs. Office Assistance • Attending and participating on a meaningful level in meetings. • Ordering office supplies. • 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. • Serving as “back of the room” support at speaking engagements. • Pull data and reports and provide for Executive review. • Coordinate live events/open house/client referral source appreciation receptions. • Maintain inventory of marketing materials. • Research articles and/or books to be sent to referral sources. Personal management • Manage (schedule, pay, oversee the work of) services/vendors such as: Housekeeper, Meal prep/meal delivery, Handyman, etc. • Sort, scan, and get rid of mail. • Ordering/delivering supplies for the office. • Coordinate food/snacks/beverages/goodies for the office. Key Performance Indicators Leader Support: • Initiate daily touch base meetings, whether in person or virtually, to confirm the day’s priorities, clarify assignments, and resolve open issues. • Ensure the leader is organized, on time, and well prepared for whatever lies ahead. • Monitor your own and the Executive’s communications to ensure that the Executive is receiving messages in a timely manner. • Help increase executive productivity by 20% by taking on assignments and projects. • Meeting Preparation and Implementation: • Research and filter information or pre-reads for the leader. • Flawless execution of pre-meeting, meeting proper, and post-meeting stages. • Post meeting: holds a debrief with the leader to capture action items, follow-up items, and calendar dates. Appointment Coordination • When scheduling appointments, allow adequate time between appointments. • Gathers necessary information related to the appointment (contact information, venue, and other relevant information). • Look at the calendar from a holistic perspective for better planning. Office Communication: • Writes clear, concise correspondence. • Proofreads all material for errors, omissions, and consistency. • Adept at delivering difficult messages in a tactful manner. Teamwork and Collaboration: • Networks across the organization. • Applies emotional intelligence by facilitating situations for a positive outcome. • Flexibility. • Ability to shift rapidly between tasks and to operate at a high rate of speed from one topic to another. • Ability to move multiple assignments toward completion at the same time, in a timely and efficient manner. Qualifications: Education & Experience • At least 2-5 years of experience as an executive assistant, or experience performing supportive duties; • Some college or college degree preferred; • Excellent communication skills, time management skills, interpersonal skills, and organizational skills; • Proficient to excelling in using Microsoft Office Suite; • Accustomed to working on strict deadlines and handling confidential information. About Company: We are a Behavioral Health Law Firm located in South Florida. We are passionate about serving others with dedication, integrity, and teamwork. Our values guide everything we do.

Job Tags

Work at office, Shift work,

Similar Jobs