Job Summary
We are seeking a dynamic and highly organized Executive Secretary to join our team. This vital role will provide high-level administrative and executive support in a legal environment. The ideal candidate will excel in managing complex calendars, coordinating client communications, maintaining confidential files, and ensuring the efficient daily operation of the office including comprehensive management of daily personal matters for multiple executive legal staff. This position offers an exciting opportunity to contribute to a fast-paced environment where proactive problem-solving and collaboration are highly valued.
Responsibilities
- Provide comprehensive administrative support to attorneys and legal staff.
- Manage and coordinate complex calendars, schedule client meetings, court appearances, and events using tools like Google Workspace and Clio.
- Provide executive administrative support by preparing correspondence, and proofreading documents for accuracy and completeness.
- Serve as a primary point of contact for clients while maintaining professionalism and confidentiality.
- Coordinate client intake, maintain client files, and ensure accurate recordkeeping in both electronic and physical filing systems.
- Prepare documents for court filings and legal correspondence and monitor deadlines to ensure timely submission.
- Maintain attorney calendars and track important legal deadlines, appointments, and statute of limitation dates.
- Answer multi-line telephone systems, screen calls, and direct inquiries appropriately.
- Manage incoming and outgoing mail, email correspondence, and document distribution.
- Assist with billing, invoicing, trust accounting support, and expense reporting when required.
- Maintain strict confidentiality regarding client information and privileged legal matters.
- Support attorneys during trial preparation, hearings, and client meetings by organizing exhibits, files, and case materials.
- Ensuring organization and assistant in execution of personal administrative tasks for multiple legal executive staff.
Experience
- Proven experience as an executive secretary or administrative assistant in a professional office environment.
- Demonstrated expertise in office management tasks such as filing systems, data entry, and clerical support.
- Strong background with the ability to handle multiple priorities simultaneously.
- Proficiency in productivity software including Microsoft Office Suite (Word, Excel), Google Workspace , and calendar management tools.
- Excellent organizational skills with a keen eye for detail; capable of proofreading document compilation and transcription tasks accurately.
- Exceptional communication skills with professional phone etiquette and customer service experience across diverse audiences.
- Office experience involving multi-line phone systems, front desk operations, filing systems, and data entry processes.
Join us to be part of a vibrant team where your organizational talents will drive efficiency while supporting leadership at the highest levels! We value proactive professionals who thrive in collaborative environments—your expertise will help shape our success every day!
Pay: $18.00 - $20.00 per hour
Benefits:
- Dental insurance
- Health insurance
- Paid time off
- Vision insurance
Work Location: In person
