Executive Assistant
3 weeks ago
Company Description
The Ward Law Group, voted best places to work for the past two years is where your work really matters Where serving the community and genuinely driving results have made us a leader in personal injury. We offer an innovated and fast paced ever evolving environment that allows you to earn as you grow. We empower our employees to make the best decision to impact our clients through collaborative team efforts. We are a nontraditional, highly accountable, yet vibrant group of professionals. Get ready to experience a comfortable atmosphere as our onboarding process allows for a soft place to land.
Our core values are service to our clients, service to our teammates, and service to the community. Along with faith, accountability, leadership, and loyalty
Job Description
Are you a seasoned Executive Assistant with C-suite level expertise looking for a dynamic role where you can truly make an impact? Join The Ward Law Group as the trusted right hand to our two partners.
The Executive Assistant will act as the trusted right hand to the Firm's owners, managing both administrative and personal responsibilities to ensure seamless operations and strategic efficiency. This pivotal role supports the owners to focus on high-level decisions while ensuring day-to-day details are handled with efficiency, discretion, and confidentiality. The Executive Assistant will take ownership of tasks, excel in organization and time management and anticipate organizational and logistical needs. Ability to function well in a fast-paced, dynamic, and sometimes high-stress environment is essential.
Duties and Responsibilities:
Scheduling:
Proactively manage and prioritize the Owners’ calendars, including scheduling appointments, meetings, and calls. The right candidate will anticipate and resolve scheduling conflicts and ensure timely reminders and confirmations for upcoming engagements. Keeping track of important deadlines is also a key to success.
Communications:
Serve as the main point of contact for both owners' phone calls, emails, and other communications. Manage incoming messages, prioritize by urgency, and respond or forward as necessary, while ensuring confidentiality. Handle sensitive communications with professionalism when dealing with internal and external stakeholders. Anticipate future needs for communications.
Administrative Tasks:
Manage administrative duties such as organizing paperwork, maintaining databases (both physical and electronic), and keeping the office clean and organized. Ensure that both company and personal documents are maintained efficiently
Personal Tasks:
Handle personal tasks for the Owners, including running errands, coordinating transportation logistics, and managing personal appointments and documentation.
Financial Management:
Manage both personal and firm-related expenses, including tracking invoices, receipts, and preparing detailed financial reports for monthly reconciliation and budget planning. Oversee some personal financial matters as well.
Technology Support:
Provide light IT troubleshooting and liaise with the Director of IT to ensure the Owners’ technology needs are met, including setting up audiovisual equipment for presentations, Zoom calls, and podcasts. Ensure seamless execution of virtual meetings.
Meeting Preparation:
Prepare materials for meetings, including agendas, presentations, and handouts. Ensure that all meetings are properly scheduled and confirmed in advance. Set up documents needed for interviews and yearly reviews and handle post-meeting follow-ups promptly.
Personal Support:
Assist both Owners with personal tasks such as arranging medical appointments, running errands, and other tasks as needed to ensure smooth day-to-day operations.
Qualifications
Required Skills:
- Excellent interpersonal skills with a proven ability to build and maintain relationships at all levels.
- Strong verbal and written communication skills, with the ability to prioritize and manage communications effectively.
- Exceptional organizational and time management skills, with strong attention to detail and the ability to manage multiple priorities.
- Ability to function well in a fast-paced, dynamic, and sometimes high-stress environment.
- Proficiency in PowerPoint, Word, and Excel, with the ability to quickly learn new software or technology platforms.
- Proven ability to work independently, exercise sound judgment, and make decisions with limited supervision.
- Capable of handling confidential information with discretion and professionalism.
- Versatile, adaptable, and ready to tackle any task to ensure the Partner’s needs are met.
Job Requirements/Experience:
- High School Diploma Required; Associate or Bachelor’s Degree preferred.
- 5+ years of experience as an Executive Assistant, supporting C-suite executives in a corporate environment, with a proven track record of managing complex tasks with precision.
- Prior experience in a law firm or legal environment is preferred but not required.
- Florida Notary Commission required for this position (to be obtained if not already certified).
- Analytical skills, a professional demeanor, and the ability to anticipate needs and resolve problems proactively.
- Strong problem-solving skills with a high degree of flexibility and adaptability.
Additional Information
We value your wellbeing and offer opportunities for professional development to help you grow your career. Our comprehensive package includes health benefits; pretax health care and dependent care saving accounts; life insurance; paid time off and holidays; and a percentage match on your 401K contributions to insure your overall satisfaction and security as part of our team. Additionally, we provide confidential counseling services, mental health support, and financial guidance. Come make a difference for our clients
All your information will be kept confidential according to EEO guidelines.
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