What are the responsibilities and job description for the Executive Support Specialist position at AK Law Firm?
POSITION SUMMARY
The Executive Support Specialist provides high-level administrative and project-based support to the Chief Human Resources Officer (CHRO) and HR department. This role is responsible for coordinating and tracking HR programs and projects, maintaining organized documentation, and supporting day-to-day HR functions across the firm. The ideal candidate is detail-oriented, highly organized, discreet, and interested in growing their career in Human Resources.
Key Responsibilities
Project Coordination & Support
- Coordinate the planning, execution, and tracking of HR-led initiatives (e.g., performance evaluations, DEI efforts, policy rollouts, compliance reviews).
- Assist with timeline management, task tracking, and reporting for departmental projects.
- Monitor project deadlines and deliverables, providing proactive status updates.
Administrative Support- Manage the CHRO’s calendar, schedule meetings, and coordinate department-wide events and communications.
- Prepare meeting agendas, take minutes, and follow up on action items.
- Maintain HR department documentation including SOPs, templates, and project files.
Communication & Documentation- Draft and distribute internal communications, memos, and project updates on behalf of HR leadership.
- Coordinate interdepartmental communications and ensure alignment with firm-wide initiatives.
- Compile reports, metrics, and dashboards using Excel, PowerPoint, or HR software tools.
Data Management & Systems Support- Support data entry, report generation, and system maintenance within HRIS or performance management platforms.
- Maintain confidentiality and accuracy in handling sensitive employee data and documentation.
Program Support- Assist with onboarding logistics, employee engagement activities, and training coordination.
- Help manage vendor communications for services related to HR programs (e.g., learning platforms, wellness initiatives).
Qualifications
Certificates & Licenses:
• Valid driver’s license required
• Notary Public preferred
Education & Experience:
• High school diploma required, bachelor's degree in business administration, Human Resources, or related field preferred.
• Minimum of 4 years providing high-level administrative support; prior experience in a law firm or legal services environment strongly preferred.
• Proficiency with Paychex and/or ADP preferred.
• Excellent grammar, proofreading, and written communication skills.
• Valid driver’s license required.
• Strong project management, organizational, and multi-tasking abilities.
• Proven ability to meet deadlines and manage sensitive, confidential information with discretion.
• Proficient and/or extensive knowledge of office administration, clerical procedures, and record keeping systems.
• Proficient in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint).
Essential Characteristics and Behaviors:
• High level of discretion and ability to always maintain confidentiality.
• Professional demeanor with executive presence and emotional intelligence.
• Proactive, resourceful, and capable of anticipating needs and solving problems independently.
• Excellent attention to detail and commitment to delivering high-quality, error-free work.
• Exceptional time management and organizational skills with the ability to meet tight deadlines.
• Interpersonal savvy and diplomacy when interacting with colleagues at all levels.
• Adaptable and calm under pressure, able to shift focus and priorities quickly.
• Technologically proficient and comfortable learning new HR or administrative systems.
• Collaborative team player who thrives in a dynamic, professional environment.
Working Conditions:
• Full-time, in-office position; may occasionally require extended hours based on firm priorities.
• Occasional errands and local travel required in support of HR operations.
E-Verify Disclosure
This employer participates in E-Verify and will provide the federal government with your Form I-9 information to confirm that you are authorized to work in the U.S. If E-Verify cannot confirm that you are authorized to work, this employer is required to give you written instructions and an opportunity to contact the Department of Homeland Security (DHS) or Social Security Administration (SSA) so you can begin to resolve the issue before the employer can take any action against you, including terminating your employment. Employers can only use E-Verify once you have accepted a job offer and completed the I-9 Form.
Equal Employment Opportunity (EEO) Statement
The AK Law Firm provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.
