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Executive Assistant

2 months ago

Hollywood, United States US Immigration Law Counsel Full time
Job DescriptionJob Description

Attorney Saman Movassaghi Gonzalez Managing Attorney at US-ILC is looking for an Executive Assistant to join our company in our Pembroke Pines office. This vital role provides administrative support, meeting coordination, event planning, travel coordination, expense reporting and many other administrative tasks for our leadership.  

Job Responsibilities and Duties for Executive Assistant

1. Calendar Management:

  • Coordinate and manage the attorney's daily schedule, including appointments, meetings, and deadlines.
  • Prioritize and schedule appointments according to the attorney's preferences and priorities.
  • Set up reminders and ensure the attorney is well-prepared for all engagements.

2. File Organization:
  • Maintain and organize personal and professional files, ensuring easy access and confidentiality.
  • Develop and implement a systematic filing system for documents, correspondence, and legal materials.
  • Regularly update and archive files as necessary, adhering to best practices for record-keeping.

3. Communication Management:
  • Screen and manage incoming calls, emails, and correspondence, prioritizing urgent matters.
  • Maintain contact lists and databases, ensuring accuracy and relevance.
  • Be a support for social media management.

4. Personal Errands and Support:
  • Assist with personal tasks and errands, such as scheduling appointments, making travel arrangements, and handling household-related matters.
  • Provide logistical support for personal events, gatherings, and travel arrangements.
  • Driving to appointments, meetings and errands.

5. Confidentiality and Discretion:
  • Handle sensitive information with the utmost discretion and maintain strict confidentiality.
  • Exercise sound judgment and discretion when dealing with confidential matters, both personal and professional.
  • Uphold ethical standards and professional integrity in all interactions and communications.

6. Team Collaboration:
  • Collaborate effectively with other members of the attorney's team, including legal associates, paralegals, and support staff.
  • Facilitate communication and coordination between team members to ensure smooth workflow and task completion.
  • Provide backup support to other team members when necessary, fostering a culture of teamwork and cooperation.

7. Miscellaneous Responsibilities:
  • Anticipate needs and proactively address potential issues to minimize disruptions and maximize productivity.
  • Serve as a trusted advisor and confidante to the attorney, providing support and assistance in both personal and professional matters.

Requirements:

Education and experience:
  • Bachelor's degree in a relevant field such as Business Administration, Legal Studies, or a related discipline.
  • Previous experience working as an executive assistant, preferably in a legal or professional services environment.
  • Familiarity with legal terminology, procedures, and documentation is highly desirable.
  • Demonstrated experience in calendar management, file organization, and administrative support tasks.

Skills:
 
  • Exceptional organizational and time-management skills, with the ability to prioritize tasks effectively.
  • Excellent communication skills, both verbal and written, with strong attention to detail.
  • Proficiency in office software such as Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and legal software applications.
  • Ability to maintain confidentiality and exercise discretion when handling sensitive information.
  • Strong interpersonal skills and the ability to collaborate effectively with diverse stakeholders.
  • Problem-solving and critical-thinking abilities, with a proactive and resourceful approach to tasks.
  • Adaptability and flexibility to accommodate changing priorities and deadlines.
  • Familiarity with basic accounting principles for managing personal finances and expense tracking.
  • High level of professionalism, integrity, and ethical conduct in all interactions and responsibilities.

Additional Requirements:
 
  • Valid driver's license and reliable transportation for running personal errands as needed.
  • Willingness to undergo a background check and maintain confidentiality agreements regarding sensitive information.
  • Commitment to continuous learning and professional development to enhance skills and stay updated on industry trends.
  • Positive attitude, strong work ethic, and dedication to providing exceptional support to the attorney and their team.
  • Willing to do drug tests and background checks.

Company benefits include:
  • Healthcare
  • Long-Term Disability
  • Life Insurance
  • Health and Wellness stipend 
  • PTO
  • Tuition Reiumburstment 
  • Learning and Development 

 

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