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Executive Assistant

2 months ago


Tacoma, United States Ramsaur Law Full time
Job DescriptionJob Description

The Executive Assistant to the firm founder supports our business and our owner by helping him stay organized so he can work on what matters (like marketing/sales and leading the company). The Executive Assistant will act as a gatekeeper to outside questions, pressures and requests on his time while helping triage various requests to the appropriate team members.  

 

The Executive Assistant will always be listening for ways to create better processes and streamline the needs of the company and how to delegate to others on the team.

 

The Executive Assistant will spread their time helping the owner personally and professionally, will help facilitate the activities and needs of the team overall, and will be a liaison as necessary to clients. 

Compensation:

$25 - $27 hourly

Responsibilities:

The Executive Assistant to the founder shall do the following


Client Management


Potential Clients:

  • Assist with organizing and managing follow-up with potential clients to ask how they are doing and see if they are ready for our help if they don’t hire directly.
  • Make sure referrals are appropriately logged.
  • Issue Survey or speak with PNCs to get feedback on what else we can do better, especially if they hired someone else.


Clients:

  • Assist with organizing Client list and who is working with each client and what they will need.
  • Email clients as needed to schedule, confirm and follow up on calls and to-dos. 
  • Give feedback on other services to offer, marketing ideas, marketing messaging improvements, etc.

 

Administrative/Team Management Tasks:

  • Assist with organizing employee files.
  • Assist with creating and maintaining our Team List with birthdays and personal information like email address, snail mail address, and emergency contact with phone number.
  • Assist with scheduling engagement with each team member each quarter with reviews for employees.
  • Assist with planning team meetings.

 

Executive Tasks:

  • Insurance: assist with making sure all insurances are current and with sufficient coverage; arrange for meetings as needed with insurance person.
  • Banking/Finance: assist with making sure all owner meets with CPA, CFO, financial advisors and other financial individuals to ensure that the owner is in control of the financial plan and maintaining a profitable business and personal plan for building wealth.
  • Business/Personal Protection: assist with setting up meetings with the relevant attorneys and business professionals to protect the business and the owner. (e.g., Business Attorney, Estate Planning Attorney, IP Attorney, Employment Attorney, etc.).
  • Corporate Documents and Recordkeeping: assist with keeping the owner organized and maintaining annual minutes/shareholder minutes and other corporate and business documents.

 

Owner Time Management Assist Founder:

  • Be a gatekeeper to ensure that the Owner stays focused on the highest and best-use activities, and perform email triage on a daily basis.
  • Review, maintain and discuss calendar to optimize time and balance time to work on various areas. On a daily basis make sure everything is on the Owner’s calendar.
  • Assist with balancing time between work, family and personal time.
  • Assist with birthday/anniversaries/celebrations/ life event celebrations and planning. (cards, gifts, planning events, etc.).
  • Manage Password Compilation and Security.
  • Assist with Travel Planning and Organization (including pre-travel, actual travel and post-travel plans).

 

 Working with the Rest of the Team:

  • Marketing: Help the owner stay up on projects and deadlines.
  • Marketing: Help with identifying, planning, scheduling, and completing podcasts, FB lives, TV appearances, radio appearances, webinars, seminars and other speaking events. 
  • Marketing: Identify new Creative Deliverables (checklists, handouts, etc.) that we could use to help clients.
  • Sales: Make sure there is time scheduled for meeting regarding sales and analyzing the numbers.
  • Technical Team: Assist owner with questions from the technical team and triage where other team members can manage the issues.
  • Finance: Assist owner with questions related to finances and triage where other team members can manage the issues.
  • Planning: Assist Owner with having time to plan the growth of the business and lead the team. 

 

Reporting and Tracking Activities:

  • Provide a weekly report on actions taken, feedback received and suggestions on how to improve our services. 
  • Create weekly agenda of items to discuss and track resolution of projects and follow up on outstanding items.  
Qualifications:

Key skills:

  • Communication skills.
  • Organizational skills.
  • Good team working skills.


IT skills:

  • Resilient problem-solving skills.
  • Proven experience in customer relations = 5+ years.
  • Good understanding of business principles.
  • Strong communication and people skills.
  • Strong attention to detail including grammar and spelling.
  • Ability to multi-task and adhere to deadlines in a fast-paced environment.
  • Great organization skills.
  • Excellent knowledge of basic office programs, computer software and online applications (CRM tools, Online analytics, etc.).
  • High School Diploma; College Degree, Business or relevant field experience is a strong advantage.
About Company

Why Join Ramsaur Law Office?


  • Competitive market salary.
  • Opportunity to work in a fast-paced, challenging, and rewarding environment without the stress and pressure of big law.
  • Exposure to high-profile cases and clients, offering unparalleled potential to remain longer term.


Ramsaur Law Office is an equal-opportunity employer and welcomes candidates from diverse backgrounds.