Entry Level

2 weeks ago

tulsa, United States Rivas & Associates PLLC Full time

Bilingual- Entry Level Executive Assistant

Location: Tulsa, OK – On-site


About Us:

At Rivas & Associates, we pride ourselves on providing personalized legal services in a dynamic and collaborative environment. As a growing law firm, we value professionalism, efficiency, and exceptional client service. We are seeking a talented and highly organized Bilingual - Entry Level Executive Assistant ( English/Spanish) to join our team and provide comprehensive administrative support.


Job Overview:

The Executive Assistant will play a critical role in ensuring the smooth operation of the firm by managing various administrative tasks. The ideal candidate will have a strong background in administrative support, excellent organizational skills, and the ability to manage multiple priorities in a fast-paced legal environment. This position is perfect for someone who is proactive, detail-oriented, and enjoys working in a close-knit team.


Key Responsibilities:

  • Administrative Support: Provide high-level administrative assistance to senior attorneys and the management team, including calendar management, appointment scheduling, and daily coordination.
  • Client Interaction: Serve as a point of contact for clients, responding to inquiries, scheduling meetings, and ensuring clients' needs are met in a timely manner.
  • Document Management: Prepare, proofread, and file legal documents, correspondence, and reports. Maintain and organize both physical and electronic files in compliance with firm policies.
  • Office Management: Handle office supplies, equipment, and vendors. Ensure the office is well-maintained and that day-to-day operations run smoothly.
  • Billing and Invoicing: Assist with billing, invoicing, and timekeeping for attorneys, ensuring accuracy and timeliness.
  • Travel Coordination: Arrange travel, accommodations, and logistics for attorneys and clients as needed.
  • Research and Special Projects: Conduct research as needed, including legal research and administrative tasks. Assist in special projects as requested by the managing partner.
  • Confidentiality: Maintain confidentiality and discretion in all client and firm-related matters.


Required Qualifications:

  • Proven experience as an Executive Assistant or in a similar administrative role, ideally within a law firm or professional services environment.
  • Strong organizational skills and the ability to manage multiple tasks efficiently in a fast-paced environment.
  • Exceptional written and verbal communication skills. ( English and Spanish)
  • Teck savvy - Proficiency in Google or Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and legal management software (e.g., Clio, PracticePanther, or similar).
  • Strong attention to detail and the ability to work independently.
  • Professional demeanor with the ability to interact effectively with clients, attorneys, and other staff members.
  • Ability to handle sensitive and confidential information with discretion.
  • Strong communication skills ( in both English & Spanish)

Preferred Qualifications:

  • Previous experience in a law firm environment is preferred but not required.
  • Experience with timekeeping and billing software is a plus.
  • Knowledge of legal terminology and processes is advantageous.

Personal Attributes:

  • Self-motivated, with a proactive approach to identifying and solving problems.
  • Flexible and adaptable, with the ability to manage competing priorities.
  • A team player who is also capable of working independently.
  • A positive, can-do attitude with excellent interpersonal skills.

Compensation and Benefits:

  • Competitive salary based on experience.
  • Health, dental, and vision insurance.
  • Paid time off (PTO) and holidays.
  • Professional development opportunities.
  • Collaborative and supportive team environment.


Background check is required


Notice:

This position is a direct hire. We are not partnering with any third-party staffing agencies or third-party recruiters for this role. Any candidates submitted by any third party will not be considered. Rivas & Associates will not be responsible for any fees regarding unsolicited candidates.


Equal Opportunity Employer Statement:

Rivas & Associates is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.

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