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Executive Assistant

How To MANAGE A Small Law Firm

Miami, FL | Full Time

$69k-89k (estimate)

1 Week Ago

Executive Assistant

$69k-89k (estimate)

Full Time 1 Week Ago

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How To MANAGE A Small Law Firm is Hiring an Executive Assistant Near Miami, FL

Job Summary: The Executive Personal Assistant will assist CEO/Founder, RJon Robins, with personal and business-related tasks to ensure CEO's personal and business life flows seamlessly. EA will be the in-office "Air Traffic Controller" managing everything and directing day to day flow.
Supervisory Responsibilities : Personal Assistant, Librarian/File Manager/Archivist

Requirements to be successful:
Ability to manage an Executive Calander and logically move and shift things around appropriately.
Fast processors
Bias for simplicity; not a bias for complexity
Intellectually curious, open to better ways of doing things, doesn't take things personally.
Don't think in the moment - think things through start to finish to know the outcome before it's an outcome.
Sense of humor
Coachable
Humility - be able to be accountable.
Someone who's confident and secure in themselves.
Someone who understands that this is a team and a partnership.
Someone who is thoughtful and considerate. Can think through things like breaks, or drive time, etc. when scheduling.
High degree of emotional intelligence.
Customer service focused. Feels genuinely happy to see other people happy.
Organized, detail oriented, ability to remember and keep track of the moving pieces.
This is a community relationship builder.

Functions:

Calendar - helping him plan, helping him think ahead, helping him anticipate. Plan, think, visualize.
Inbox management - Treating an inbox with customer service. Understand that people are "visiting" the inbox.
Travel management.
Management of direct reports
Provides inbox management by assigning emails to the team to act on, respond when CEO is out of the office, and bring emails to CEO's attention when time sensitive and/or urgent
Communicate daily with CEO's calendar coordinator to schedule CEO's personal appointments and confirm his calendared meetings
Review CEO's calendar daily, weekly, and monthly to ensure CEO is prepared, does not have any conflicts, and all information necessary is in his calendar and readily available
Add contacts to CEO's Apple account so every new business contact syncs with his MacBook and iPhone
Log in to Zoom meetings for CEO when he needs assistance
Internet research - this will be used to work on projects, research business information, and locate vendors and venue locations as needed
Daily communication with all Team RJon team members to ensure CEO is properly supported
Administrative assistance for Chief of Staff and CEO
Attend and manage meetings and recordings for CEO calls if needed
Take notes and send meeting summaries if needed

Required Skills/Abilities:

Prioritize executive tasks and multi-task effectively.
Professional mindset and the utmost discretion.
Technically savvy (know your way around a computer, the internet and social media, know how to use Outlook and all Microsoft Office, Asana, Dropbox, Apple products, etc.)
Great written and verbal communication skills...And are driven to always do your best work because you LOVE how you grow in the process.
Manage and maintain calendars and scheduling.
Learn and follow established company and program operations.
Excellent follow up on tasks without reminders from Chief of Staff or CEO
Great time management and organization skills

Education and Experience:

Minimum of 5 years of experience in administration
Minimum of 2 years in a role supporting an executive or high-level professional, any industry and any size business
Experience in the hospitality industry; concierge services a plus
Proficient in MS Office suite
Proficient with Apple products

Job Summary

JOB TYPE

Full Time

SALARY

$69k-89k (estimate)

POST DATE

05/02/2024

EXPIRATION DATE

05/15/2024

WEBSITE

howtomanageasmalllawfirm.com

HEADQUARTERS

Miami, FL

SIZE

50 - 100

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The following is the career advancement route for Executive Assistant positions, which can be used as a reference in future career path planning. As an Executive Assistant, it can be promoted into senior positions as an Executive Assistant IV that are expected to handle more key tasks, people in this role will get a higher salary paid than an ordinary Executive Assistant. You can explore the career advancement for an Executive Assistant below and select your interested title to get hiring information.