Administrative Assistant

Job Description

Job Description

Benefits:

• 401(k)
• Company parties
• Competitive salary
• Dental insurance
• Health insurance
• Opportunity for advancement
• Paid time off
• Training & development
• Vision insurance

Position Overview

The Administrative Assistant provides administrative and operational support to the CEO, and other Executives within the law firm while helping ensure daily activities run smoothly and efficiently. This role is responsible for managing schedules, coordinating meetings and travel, handling communications, and supporting key business initiatives.

The ideal candidate is highly organized, proactive, detail-oriented, and comfortable working in a fast-paced environment. This individual should be able to manage multiple priorities while maintaining professionalism, confidentiality, and strong communication with stakeholders across the organization.

Key Responsibilities

Executive Support & Calendar Management

• Manage the CEO's calendar, including scheduling meetings, appointments, and events.
• Coordinate domestic and occasional international travel arrangements, including flights, accommodations, transportation, and itineraries.
• Assist with meeting preparation by gathering materials, agendas, and relevant information.
• Help prioritize scheduling requests and ensure the CEO is prepared for upcoming commitments.

Communication & Stakeholder Coordination

• Serve as a point of contact for the CEO's office, managing incoming emails, calls, and requests.
• Draft and edit correspondence, presentations, and meeting materials as needed.
• Coordinate communication between the CEO and internal teams to ensure timely follow-up and information sharing.
• Build positive working relationships with colleagues, customers, and business partners.

Meeting Coordination & Administrative Support

• Schedule and coordinate leadership meetings, team meetings, and special events.
• Prepare agendas, meeting materials, and presentation documents.
• Take meeting notes, document action items, and assist with follow-up communication.
• Maintain organized digital files, records, and documentation.

Project & Operational Support

• Assist with special projects and company initiatives as assigned.
• Conduct basic research, compile information, and prepare reports or summaries.
• Support planning meetings, leadership reviews, and company events.
• Help identify opportunities to improve administrative processes and workflow efficiency.

Confidentiality & Professionalism

• Handle confidential and sensitive information with discretion.
• Exercise sound judgment when managing priorities and escalating issues.
• Maintain a professional, positive, and service-oriented approach in all interactions.

Required Qualifications

• 1-2 years of experience in an Executive Assistant, Administrative Assistant, Office Manager, or related support role.
• Strong organizational and time-management skills with the ability to manage multiple tasks simultaneously.
• Excellent written and verbal communication skills.
• High attention to detail and strong follow-through.
• Proficiency with Microsoft Office 365 (Outlook, Word, Excel, PowerPoint) and Microsoft Teams.
• Ability to work independently while also collaborating effectively with team members.
• Strong professionalism and ability to handle confidential information.
• Associate's or Bachelor's degree preferred, or equivalent work experience.

Preferred Qualifications

• Experience supporting a senior executive or leadership team.
• Familiarity with project management or collaboration tools such as Asana, Monday.com, or Smartsheet.
• Experience preparing presentations, reports, and meeting materials.
• Comfortable working in a dynamic environment with changing priorities.

Key Competencies

• Organization and time management
• Attention to detail
• Professional communication
• Problem-solving
• Adaptability and flexibility
• Relationship-building
• Initiative and accountability
• Confidentiality and discretion