What are the responsibilities and job description for the Executive Assistant position at Whitley Law Firm?
The Executive Assistant provides high-level administrative support to the executive staff at Whitley Law Firm. This role involves managing schedules, coordinating meetings, preparing presentations/documents, handling communications, and assisting with various tasks to ensure the efficient operation of the executive office. The ideal candidate is proactive, detail-oriented, and capable of maintaining confidentiality while handling sensitive information.
Anticipated Schedule: Part-Time | Variable Schedule | Typically 8a-5p
Key Responsibilities:
Anticipated Schedule: Part-Time | Variable Schedule | Typically 8a-5p
Key Responsibilities:
- Calendar Management: Schedule, coordinate, and manage executive calendars, including internal and external meetings, appointments, and travel arrangements.
- Meeting Coordination: Prepare agendas, take meeting notes, and follow up on action items to ensure completion.
- Travel Arrangements: Coordinate and organize travel itineraries, including booking flights, accommodations, and transportation, while ensuring compliance with firm policies.
- Document Preparation: Draft, proofread, and edit documents, presentations, and reports, ensuring accuracy and adherence to firm standards.
- Task and Project Management: Assist in tracking and managing ongoing projects and tasks, ensuring deadlines are met and priorities are managed effectively. Create and follow a system for following up on assigned tasks through completion.
- Client Interaction: Serve as a point of contact between executives, clients, and other stakeholders, maintaining a high level of professionalism and responsiveness.
- Office Administration: Maintain a clean and organized environment, handle all incoming and outgoing mail in a timely manner. Order office supplies as necessary.
- Confidentiality: Handle confidential information with discretion and adhere to all privacy and security policies.
- Administrative Tasks: Anticipate and manage routine tasks for the executives without supervision and with a high degree of accuracy. Complete copying, scanning, mailing, filing and other administrative tasks.
- Other duties as assigned.
Required Skills & Abilities:
- Excellent listening and customer service skills.
- Must possess strong written and verbal communication skills.
- Strong critical thinking and analytical skills with acute attention to detail and a high degree of accuracy in work.
- Ability to handle multiple tasks simultaneously. Strong organization skills and ability to prioritize across multiple tasks.
- Ability to focus on tasks without distraction.
- Ability to work both independently and collaboratively in a fast-paced environment.
- Ability to handle sensitive information with discretion and commitment to maintaining confidentiality.
Education & Experience Requirements:
- High school diploma or equivalent required. Bachelor’s degree preferred; an equivalent combination of education and experience will be considered.
- Must have a minimum of three (3) years of experience as an executive assistant, preferably in a legal or professional services environment.
- Preferred proficiency in Needles, Litify, GrowPath, Filevine, or other similar Case Management Systems (CSM).
- Proficient in utilizing Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other computer systems.
Benefits:
- 401(k) Retirement Plan eligibility
- Medical, Dental, Vision insurance
- Medical and Dependent Care Savings Accounts
- Company paid Life Insurance and Short-Term Disability (STD)
- Paid time off (PTO) 12 Company Paid Holidays
- Employee Assistance Program (EAP)
Flexible work from home options available.