Executive Personal Assistant
Location
Boca Raton, FL | United States
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.
Why in the world would you work for us when we're obviously suffering from an ego problem? Here are some of the reasons you might:
- You want to be part of a team that delivers results and literally makes our clients cry tears of joy
- You read this ad and felt a surge of excitement
- You want to be challenged, not bored by the work you're doing forty hours of your life every week
- You want to work with people you actually like
- You want to work with other people who enjoy what they do every day
- You want the chance to earn regular raises and performance bonuses
- You have hopes, goals, and dreams for yourself, and would be inspired by spending time with like-minded people
- You can find passion and purpose in helping to accomplish a greater mission
If these apply to you, you'll thrive here. Here are some reasons you shouldn't apply for this position:
- You're scared, angered, or even offended, by anything you read in this ad
- You often use the phrase "It's not my job"
- You're just looking to punch a clock instead of serving a greater purpose
- You're unwilling to commute
- You're unwilling to grow or learn new skills
- You're unhappy with yourself or life in general
- You're complacent or stagnant
- You've never told a friend or team member "I've got your back"
Do us, and yourself, a favor, and please don't apply if you see yourself in any of those.
If you're still reading, you're intrigued and we're intrigued. And because we want to build a team of high-performance winners who aren't afraid of a challenge, we expect you to prove yourself. Again, if that idea doesn't thrill you, stop reading now.
We will contact you within ten business days if you qualify for the second round of consideration. We won't contact you if you don't qualify. GOOD LUCK!
Responsibilities:
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
Childcare and Pet Care
• Transport the Partner's child(ren) and/or Pets to and from daycare/school or appointments
Office Assistance
- Travel to court with the attorneys
- Support Partner with meeting preparation and take minutes
- Pull data and reports and provide for Partner review
- Make sure basic bookkeeping requirements are completed timely
- 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
- Travel to grocery store, mall, office depot, etc
- Manage (schedule, pay, oversee the work of) services/vendors such as: Housekeeper, Meal prep/meal delivery, Handyman, etc
- Grocery shopping for household items, meals, and “fast and fresh healthy snacks”
- Running errands (pick-ups, drop-offs)
- Sort, scan, and get rid of mail
- Handle all Post office, mailing
Laundry
- Pick up and drop off dry cleaning
- Launder bedding & towels weekly
- Launder clothing as needed
Light housekeeping
- Load and run the dishwasher
- Organize and restock the fridge
Random personal and professional things that come up!
Qualifications:
- At least 2+ years of experience as an executive assistant, or experience performing supportive duties
- High school diploma/GED preferred (some college or college degree preferred)
- Excellent communication skills, time management skills, interpersonal skills, and organizational skills
- Experience using Microsoft Office
- 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.
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