Office Manager / Legal Assistant / CEO Assistant We are looking for a legal assistant who can help the busy attorneys and paralegals at our law office assist \ clients. You’ll be responsible for managing office correspondence, including answering phone calls and emails, arranging meetings and travel, and ensuring our legal team is aware of upcoming deadlines. You’ll also assist with preparing legal documents and contracts, and perform any other tasks as needed to ensure our firm is operating efficiently. If you work well in a fast-paced environment and consistently deliver a high-quality work product, reach out to us today! Responsibilities: • Schedule meetings and appointments for the team, such as depositions, make travel arrangements, and coordinate with outside vendors for events • Take care of administrative tasks and office correspondence by answering phone calls and emails, communicating with opposing attorney offices, taking dictation, and informing the team of upcoming deadlines • Work with attorneys and paralegals to create various legal documents, including pleadings, motions, subpoenas, affidavits, contracts, and briefs for case preparation, and proofread documents when requested • Use daily time records to properly process client billing with support from the accounting department • Accept other administrative tasks as needed to assist the team and ensure the firm runs smoothly • Calendar and Schedule Management: Schedule meetings, appointments, and events; ensure there are no conflicts and optimize the executive's time. • Meeting Coordination: Set up virtual and in-person meetings, prepare agendas, and ensure all relevant documents are prepared in advance. • Time Management: Prioritize tasks to ensure critical activities receive attention and non-essential tasks are handled efficiently. • Email and Communication Management: Sort, prioritize, and respond to emails on behalf of the executive when necessary. • Drafting Correspondence: Compose and proofread emails, letters, memos, and other communications in a professional manner. • Gatekeeping: Act as the first point of contact for calls, emails, and inquiries, filtering out non-essential communication and requests. • Assist in managing ongoing projects by tracking progress, setting deadlines, and ensuring key milestones are met. • Task Delegation: Help prioritize tasks and delegate to other team members as needed. • Follow-up and Reminders: Ensure timely follow-ups on tasks, deadlines, and meetings to keep the executive on track. Meeting Preparation and Documentation [ai assisted] • Prepare Agendas and Materials: Organize necessary materials for meetings, presentations, and conferences. • Meeting Minutes: Take minutes during meetings and distribute them to relevant parties, ensuring that key decisions and action points are recorded. • Follow-Up Action Items: Ensure that follow-ups from meetings are tracked and completed Travel Coordination • Travel Arrangements: Book flights, hotels, transportation, and other logistics for business trips, ensuring that itineraries are clear and complete. • Expense Reports: Prepare and submit travel and expense reports, adhering to company policies. Administrative Support • Document Management: Maintain organized filing systems, both digital and physical, ensuring confidentiality. • Office Support: Handle administrative tasks such as ordering supplies, managing office communications, and coordinating with vendors. • Technology Management: Ensure the executive’s devices (laptop, phone) are up to date with necessary software, apps, and subscriptions. Confidentiality and Discretion • Handle Sensitive Information: Maintain confidentiality of sensitive information, such as financial data, personnel issues, and strategic business discussions. • Professional Judgment: Use discretion when handling sensitive inquiries and issues on behalf of the executive. Client and Stakeholder Management • Liaise with Clients and Partners: Serve as a point of contact for external stakeholders, such as clients, vendors, and partners. • Relationship Building: Maintain good relationships with clients and partners, ensuring smooth interactions with the executive. Problem Solving and Initiative • Anticipate Needs: Be proactive in identifying potential problems or needs before they arise, offering solutions or recommendations. • Decision-Making: Make minor decisions in the executive’s absence based on established protocols, and escalate important issues when necessary. Flexibility and Adaptability • Adapt to Changes: Be ready to adjust to shifting priorities and last-minute changes in schedule or tasks. • Work Under Pressure: Be able to handle multiple tasks simultaneously while meeting deadlines, even in high-pressure environments. Reporting and Analytics • Prepare Reports: Compile data for reports, presentations, or summaries on behalf of the executive. • Track Metrics: Assist in monitoring key performance indicators (KPIs) or project milestones and report on progress. Personal Assistance (When Required) • Personal Errands: Occasionally assist with personal tasks such as appointments, shopping, or household management if part of the role. Maintain a Positive and Professional Attitude • Represent the Executive: Act as an extension of the executive, maintaining a professional demeanor when interacting with internal and external stakeholders. • Problem Resolution: Address issues or conflicts that arise, using tact and diplomacy. Keep each different organization's matters distinct and separate Qualifications: • Candidates must have worked with legal software, case management, and docketing programs • High school diploma or equivalent is required; associate’s degree is a plus • At least 1-2 years of previous experience in a law firm setting performing administrative tasks • Candidates should be able to type at least 50 words per minute • Applicants must have excellent communication skills and organizational skills Compensation: $45,000 - $70,000+

• Calendar and Schedule Management: Schedule meetings, appointments, and events; ensure there are no conflicts and optimize the executive's time. • Meeting Coordination: Set up virtual and in-person meetings, prepare agendas, and ensure all relevant documents are prepared in advance. • Time Management: Prioritize tasks to ensure critical activities receive attention and non-essential tasks are handled efficiently. • Email and Communication Management: Sort, prioritize, and respond to emails on behalf of the executive when necessary. • Drafting Correspondence: Compose and proofread emails, letters, memos, and other communications in a professional manner. • Gatekeeping: Act as the first point of contact for calls, emails, and inquiries, filtering out non-essential communication and requests. • Assist in managing ongoing projects by tracking progress, setting deadlines, and ensuring key milestones are met. • Task Delegation: Help prioritize tasks and delegate to other team members as needed. • Follow-up and Reminders: Ensure timely follow-ups on tasks, deadlines, and meetings to keep the executive on track.Meeting Preparation and Documentation [ai assisted] • Prepare Agendas and Materials: Organize necessary materials for meetings, presentations, and conferences. • Meeting Minutes: Take minutes during meetings and distribute them to relevant parties, ensuring that key decisions and action points are recorded. • Follow-Up Action Items: Ensure that follow-ups from meetings are tracked and completedTravel Coordination • Travel Arrangements: Book flights, hotels, transportation, and other logistics for business trips, ensuring that itineraries are clear and complete. • Expense Reports: Prepare and submit travel and expense reports, adhering to company policies.Administrative Support • Document Management: Maintain organized filing systems, both digital and physical, ensuring confidentiality. • Office Support: Handle administrative tasks such as ordering supplies, managing office communications, and coordinating with vendors. • Technology Management: Ensure the executive’s devices (laptop, phone) are up to date with necessary software, apps, and subscriptions.Confidentiality and Discretion • Handle Sensitive Information: Maintain confidentiality of sensitive information, such as financial data, personnel issues, and strategic business discussions. • Professional Judgment: Use discretion when handling sensitive inquiries and issues on behalf of the executive.Client and Stakeholder Management • Liaise with Clients and Partners: Serve as a point of contact for external stakeholders, such as clients, vendors, and partners. • Relationship Building: Maintain good relationships with clients and partners, ensuring smooth interactions with the executive.Problem Solving and Initiative • Anticipate Needs: Be proactive in identifying potential problems or needs before they arise, offering solutions or recommendations. • Decision-Making: Make minor decisions in the executive’s absence based on established protocols, and escalate important issues when necessary.Flexibility and Adaptability • Adapt to Changes: Be ready to adjust to shifting priorities and last-minute changes in schedule or tasks. • Work Under Pressure: Be able to handle multiple tasks simultaneously while meeting deadlines, even in high-pressure environments.Reporting and Analytics • Prepare Reports: Compile data for reports, presentations, or summaries on behalf of the executive. • Track Metrics: Assist in monitoring key performance indicators (KPIs) or project milestones and report on progress.Personal Assistance (When Required) • Personal Errands: Occasionally assist with personal tasks such as appointments, shopping, or household management if part of the role.Maintain a Positive and Professional Attitude • Represent the Executive: Act as an extension of the executive, maintaining a professional demeanor when interacting with internal and external stakeholders. • Problem Resolution: Address issues or conflicts that arise, using tact and diplomacy.Keep each different organization's matters distinct and separate