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Executive Personal Assistant

Company: Robinson and Casey, PLLC
Location: Delray Beach
Posted on: June 5, 2024

Job Description:

We need you to be the best at communication, attention to detail, organizational skills, prioritization, understanding of marketing, advertising, networking, multi-tasking, work successfully in a fast-paced work environment, and meet deadlines with no drama!

We need the Executive Personal Assistant to play a key role in our growing team.

You'll be responsible for assisting one of our Partners with administrative duties such as overseeing itineraries, answering phone calls, handling firm communications, managing our office filing system, organizing the partner's calendar, and running errands as necessary. If you love the idea of stepping into a versatile role and working closely with leadership, we want to hear from you!

If you're not already imagining yourself loving this job, then stop reading now. We don't want anyone who's not going to love working here and might even crawl over broken glass for the chance to work with us.--But if you feel something that inspires, excites, or intrigues you about this posting, keep reading.

Responsibilities:

--- Be the main point of contact for high-level executive

--- Screen incoming information from messages, phone calls, voicemails, memos, and emails, compile information, and report to an executive
--- Support an executive with meeting preparation and take minutes
--- Take care of office management duties such as ordering filing systems and keeping track of office equipment and supplies
--- Other assistant duties as assigned from executives such as pick up orders, and other personal assistant tasks
--- Make sure executive schedules including travel arrangements, itineraries, and team meetings, are organized and up-to-date
Schedules & Arrangements
--- Maintain personal calendar and work with the Firm's legal assistant to ensure Owner's personal calendar and work calendar mesh/do not conflict
--- Schedule Owner's business and personal travel
--- Screening incoming information from messages, phone calls, emails, voicemails, and memos, then compile information and report to Partner
--- Be the main point of contact for the Partner and daily needs

Office Assistance
--- Support Partner with meeting preparation and take minutes
--- Pull data and reports and provide for Partner review
--- Expense management
--- Ordering/delivering supplies for the office
--- Pick up food/snacks/beverages/goodies for the office

Marketing Assistance
--- Manage firm systems for sending out direct mail like birthday cards, holiday cards, client satisfaction surveys, monthly newsletters, thank you cards, etc.
--- Call organizations to schedule speaking engagements for rainmakers
--- Serving as "back of the room "support at speaking engagements for rainmakers
--- Call potential new referral sources to schedule marketing call meetings for rainmakers
--- Call existing referral sources to schedule lunches, dinners, etc. with them and rainmakers
--- Assist with operating the marketing system
--- Once the client file is closed, operate the post-case follow-up systems to nurture past client relationships causing more new referrals and new matters from the client base
--- Coordinate live events/seminars/open houses/client referral source appreciation receptions
--- Coordinate with copywriters on monthly mailed and/or digital newsletters
--- Attend local networking events to identify potential referral sources
--- Maintain inventory of marketing materials
--- Research articles and/or books to be sent to referral sources

Household Management
--- Manage schedule, pay, and oversee the work of services/vendors, as needed.
--- Running errands (pick-ups, drop-offs)
--- Sort, scan, and get rid of mail
--- Handle all Post office, mailing
--- Pet management

Random personal and professional things that come up!

Qualifications:

--- High school diploma or G.E.D. required
--- Comfortable meeting deadlines and handling confidential information
--- 2 or more years as an assistant, executive assistant, or in a position performing supportive duties
--- Experience using Microsoft Office
--- Strong organizational skills, communication skills, time management skills, and interpersonal skills
--- Accustomed to working on strict deadlines and handling confidential information
--- Strong phone skills are required
--- Valid driver's license with clean driving record and vehicle available at all times
--- Strong sense of responsibility and ability to complete tasks with minimal supervision
--- Some travel may be required

About Company:
We are a fast-growing, busy law firm that helps people across the state of Florida get access to recovery for their loved ones, whether that be for addiction or mental health, even when they feel like it is out of reach. More specifically, we help people when they are going through the most challenging crisis of their lives, a loved one's suffering from a chronic disease.

Keywords: Robinson and Casey, PLLC, Delray Beach , Executive Personal Assistant, Other , Delray Beach, Florida

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