Executive Legal Assistant

Schedule: Monday – Friday, 8:30 AM – 5:00 PM Benefits: Company-paid benefits package We are seeking a highly professional, proactive, and energetic Executive Legal Assistant to provide comprehensive administrative and legal support to senior leadership while also serving as the front-office receptionist and coordinating office events and facilities operations. This is a unique opportunity for someone who thrives in a fast-paced, entrepreneurial environment and is excited about helping build and support a new Miami office from the ground up. The ideal candidate will possess exceptional organizational skills, strong executive presence, polished communication abilities, and a sense of urgency when handling priorities. This individual will serve as a trusted partner to executives, a welcoming face for clients and visitors, and a key contributor to creating a professional, efficient, and client-focused workplace. Key Responsibilities Executive & Legal Support Provide high-level administrative support to attorneys and executive leadership. Manage complex calendars, scheduling, travel arrangements, and meeting coordination. Draft, edit, proofread, and distribute legal and business correspondence. Prepare and process client engagement letters, retention agreements, and related documentation. Maintain legal files, records, and confidential information with the highest level of discretion. Assist with document management, matter tracking, and client onboarding processes. Coordinate internal and external meetings, including preparing agendas, presentation materials, and meeting follow-up. Serve as a liaison between executives, clients, outside counsel, and business partners. Reception & Office Administration Serve as the primary point of contact for visitors, clients, vendors, and incoming communications. Provide a professional, welcoming, and polished front-office experience. Answer and direct phone calls, greet guests, and manage office reception operations. Coordinate conference room scheduling and preparation. Manage office supplies, mail, courier services, and general administrative functions. Support onboarding activities for new employees and office visitors. Events Coordination Plan and execute client events, executive meetings, office celebrations, and networking functions. Coordinate venues, catering, invitations, registrations, and event logistics. Manage event budgets, vendor relationships, and post-event follow-up. Ensure all events reflect the firm's professional image and brand standards. Facilities Coordination Assist with day-to-day office facilities management and vendor coordination. Liaise with building management, maintenance providers, and office service vendors. Monitor office operations to ensure a safe, organized, and well-maintained workplace. Coordinate office moves, furniture installations, space planning, and workplace improvements. Support the continued setup, growth, and operational needs of a new office location. Qualifications Required Minimum 5+ years of legal support experience , preferably in a large law firm environment. Demonstrated experience drafting and managing client engagement letters . Consistent and stable work history reflecting reliability and professionalism. Strong executive presence with polished written, verbal, and interpersonal communication skills. Excellent presentation skills and the ability to interact confidently with senior executives, clients, and stakeholders. Ability to handle confidential information with discretion and professionalism. Highly organized with exceptional attention to detail and follow-through. Proficient in Microsoft Office Suite, including Outlook, Word, PowerPoint, and Excel. Strong multitasking and project coordination skills. #J-18808-Ljbffr