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Executive Assistant

Company: Robinson and Casey, PLLC
Location: Delray Beach
Posted on: June 6, 2024

Job Description:

Are you an excellent planner and organizer? We're hiring an executive assistant to provide administrative support to the team lead and help us achieve our organizational goals. Your role is key to ensuring plans are made, schedules are set, meetings happen on time, and files are neatly organized and up-to-date. Ideal candidates are proactive, love diving into projects, working with others, and are interested in playing a big role in the vision of our organization. If this sounds like you, apply below!

Responsibilities:

--- Execute other tasks as assigned by executives like picking up orders, arranging personal appointments, etc.
--- Support an executive with meeting preparation and take minutes
--- Make sure basic bookkeeping duties are completed in a timely manner
--- Take care of office management duties such as ordering filing systems and keeping track of office equipment and supplies
--- Be the main point of contact for high-level executive

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:

--- Excellent communication skills, time management skills, interpersonal skills, and organizational skills
--- Experience handling confidential information and adhering to strict deadlines
--- At least 2+ years of experience as an executive assistant, or experience performing supportive duties
--- Familiar with Microsoft Office
--- Possess a high school diploma, G.E.D. or equivalent
--- 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 Assistant, Other , Delray Beach, Florida

Click here to apply!

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