Administrative Assistant

Freeman Mathis and Gary, LLP is a rapidly growing, national specialty litigation firm seeking a Administrative Assistant to join our Orlando office. The person in this role will provide administrative support to the Regional Administrative Managers and assist with the coordination of regional office operations. This position serves as an administrative resource to support employee onboarding and offboarding, office operations, staffing coordination, and communication with internal and external partners. The primary purpose of the role is to assist Regional Administrative Managers in maintaining effective staffing support, office functionality, and administrative consistency across assigned offices while ensuring responsive and professional support to the Firm’s operations.

The following set of success factors describe the characteristics of those who are successful in our Firm:

• Helpful, Congenial, Personable, Positive
• Unpretentious, Approachable, Respectful, Team Oriented
• Organized, Timely, Confidential, Responsive (within 24 hours)
• Accountable, Takes Ownership, Corrects Mistakes
• Adept and Creative Problem Solver

Essential Job Functions:

• Provide administrative support to Regional Administrative Managers to assist with day-to-day regional and office operations.
• Assist with employee onboarding and offboarding processes, including coordination with office services, IT, and internal departments to ensure smooth transitions.
• Support Regional Administrative Managers in monitoring and coordinating legal assistant and attorney staffing levels and assignments.
• Assist with implementing staffing changes as directed, including preparing communications and coordinating updates with affected offices or employees.
• Serve as an administrative liaison between the Firm and property managers, assisting with communication related to office access/badges, facilities, and operational needs.
• Prepare administrative correspondence, reports, and tracking documents as requested by Regional Administrative Managers.
• Assist with special projects related to office operations, staffing coordination, and regional initiatives.
• Understand and be able to perform basic employee relations support in coordination with Regional Administrative Managers.
• Perform all other duties, tasks, or projects as assigned.

Education, Experience, and Skills:

• High School Diploma required. Bachelor’s degree in business administration, management, or related field preferred.
• Minimum 2 years’ experience in a professional office setting; prior law firm experience preferred.
• Ability to work independently with little to no supervision and perform in a fast-paced, dynamic work environment.
• Ability to communicate effectively with all levels of management.
• Ability to work with sensitive information while maintaining confidentiality.
• Proficiency with MS Office Suite (Outlook, Word, OneDrive, Excel).
• Ability to multi-task, prioritize and work under tight deadlines.
• Excellent organizational skills for optimal workflow and efficiency.
• Excellent time management, interpersonal and communication skills.
• Adaptable to changing priorities and work demands.
• Pro-active, follows through with minimum direction, and displays initiative.
• Exhibits a positive attitude and has confidence.

EEO Statement

Freeman Mathis & Gary, LLP (FMG) is committed to providing equal employment opportunities to all applicants and employees by maintaining a workplace free of discrimination based on race, color, religion, sex, national origin, age, disability, genetic information, or any other protected status as provided by law. FMG complies with all applicable federal, state, and local laws. This position is subject to our drug‑free workplace policy, which includes the ability to pass a pre‑employment drug screen. Employees may be subject to reasonable‑suspicion drug testing in accordance with Firm policies outlined in the Employee Handbook.