Part-Time Bilingual Office & Executive Assistant

Job Description

Job Description

Schedule: Monday, Wednesday, and Friday – full-day, part-time schedule (3 days per week).

Please Note: Fully bilingual in English and Spanish (spoken and written) is required. Applications that do not meet this requirement will not be considered.

Ideal Candidate: An experienced office assistant, receptionist, executive assistant, or administrative coordinator who enjoys a professional office environment, is highly organized, tech-comfortable, and can confidently communicate with clients in both English and Spanish.

The Part-Time Office & Executive Support Assistant provides hands-on administrative and operational support to ensure the smooth day-to-day functioning of the law firm. Working Monday, Wednesday, and Friday (full day), this role focuses on front-desk reception, office logistics, check preparation, mail and package handling, supply management, and direct assistance to the Firm Owner — including coordination of brand-related events and personal scheduling. No prior legal experience is required; the ideal candidate is reliable, organized, and comfortable juggling a variety of operational tasks in a professional environment.

Main Tasks/Responsibilities:

Reception & Client-Facing Duties:

• Greet clients, visitors, and vendors in a professional and friendly manner.
• Answer and direct phone calls; take accurate messages.
• Address basic client inquiries and direct them to the appropriate team member.
• Prepare and serve coffee/beverages to staff, vendors, and clients.

Office Logistics & Supplies:

• Monitor and maintain inventory of office and kitchen supplies; place orders as needed.
• Coordinate preparation and shipment of packages and mail (FedEx, USPS, couriers).
• Print, prepare, and organize checks for mailing or delivery.
• Maintain a clean, organized, and professional office environment.

Document Handling:

• Scan, rename, file, and organize documents and reports (physical and digital).
• Assist with printing, copying, and preparing correspondence for mailing.
• Retrieve and manage files as requested by the team.

Meeting Preparation:

• Set up conference rooms for in-person client meetings (materials, lighting, ambiance, refreshments).
• Ensure all meeting spaces are client-ready and reflect the firm's professional standards.

Executive & Brand Support:

• Schedule and confirm personal and professional appointments on behalf of the Firm Owner.
• Make phone calls, run errands, and handle miscellaneous tasks as directed (e.g., returns, pickups, purchases).
• Assist in the coordination and logistics of the Firm Owner's brand-related events and initiatives (vendor communication, supply purchasing, on-site setup).
• Provide general day-to-day support to help the Firm Owner stay focused on strategic priorities.

Skills and Qualifications:

• Educational Requirements : High school diploma or equivalent.
• Experience : At least 1 year in an office, clerical, or customer-facing role. Legal experience is not required.
• Language Skills (Required) : Fully bilingual in English and Spanish — spoken and written. This is a non-negotiable requirement for the role.
• Technical Skills : Proficiency in Microsoft Office Suite (Word, Excel, Outlook), ASANA, and basic office equipment (printers, scanners, postage machines). Comfortable with technology and quick to learn new tools. Familiarity with AI tools (ChatGPT, Claude, Gemini, or similar) is a strong plus. We're looking for someone who is tech-savvy and finds software intuitive, not intimidating.
• Soft Skills : Highly organized, dependable, and able to juggle multiple tasks with minimal supervision. Strong attention to detail. Proactive — a "figure it out" mindset is essential.
• Confidentiality : All team members are bound by the Firm's Attorney-Client Confidentiality Policy (POL-LEGAL-001), which requires strict protection of all client information during and after employment. This role has direct exposure to sensitive client and firm data and requires absolute discretion at all times.
• Appearance and Demeanor : Professional presentation, warm interpersonal skills, and a service-oriented attitude.
• Other : Must have reliable transportation for occasional errands.