Legal Administrative Executive Assistant

Legal Administrative Executive Assistant

Martino Law Group, LLC
• Melrose , MA , US

Posted 3 days ago

The Ideal candidate will have prior Executive Assistant Experience and have managed an executive's calendar and email. The key responsibility for this position is to get the CEO more time on his calendar and to improve the efficiency of the firm by creating, documenting, and improving all processes.

Additionally, you will assist with the preparation of legal documents and handle all office correspondence that the CEO/Attorney would otherwise be doing. Additional responsibilities will include: answering phone calls and emails, arranging meetings and travel, and reminding the team of upcoming deadlines.

If you have experience in a law firm environment, have prior executive assistant experience, work well under pressure, and are looking for a rewarding opportunity in the legal industry, we want to connect with you.

This job is for a very organized, almost methodical person who can create efficiency and organization in all that they do.

• Calendar and Schedule Management:Schedule meetings, appointments, and events; ensure there are no conflicts and optimize the executive's time.
• Meeting Coordination:Set up virtual and in-person meetings, prepare agendas, and ensure all relevant documents are prepared in advance.
• Time Management:Prioritize tasks to ensure critical activities receive attention and non-essential tasks are handled efficiently.
• Email and Communication Management:Sort, prioritize, and respond to emails on behalf of the executive when necessary.
• Drafting Correspondence:Compose and proofread emails, letters, memos, and other communications in a professional manner.
• Gatekeeping:Act as the first point of contact for calls, emails, and inquiries, filtering out non-essential communication and requests.
• Assist in managing ongoing projects by tracking progress, setting deadlines, and ensuring key milestones are met.
• Task Delegation:Help prioritize tasks and delegate to other team members as needed.
• Follow-up and Reminders:Ensure timely follow-ups on tasks, deadlines, and meetings to keep the executive on track.

• Prepare Agendas and Materials:Organize necessary materials for meetings, presentations, and conferences.
• Meeting Minutes:Take minutes during meetings and distribute them to relevant parties, ensuring that key decisions and action points are recorded.
• Follow-Up Action Items:Ensure that follow-ups from meetings are tracked and completed.

• Travel Arrangements:Book flights, hotels, transportation, and other logistics for business trips, ensuring that itineraries are clear and complete.
• Expense Reports:Prepare and submit travel and expense reports, adhering to company policies.

• Document Management:Maintain organized filing systems, both digital and physical, ensuring confidentiality.
• Office Support:Handle administrative tasks such as ordering supplies, managing office communications, and coordinating with vendors.
• Technology Management:Ensure the executive’s devices (laptop, phone) are up to date with necessary software, apps, and subscriptions.

• Handle Sensitive Information:Maintain confidentiality of sensitive information, such as financial data, personnel issues, and strategic business discussions.
• Professional Judgment:Use discretion when handling sensitive inquiries and issues on behalf of the executive.

• Liaise with Clients and Partners:Serve as a point of contact for external stakeholders, such as clients, vendors, and partners.
• Relationship Building:Maintain good relationships with clients and partners, ensuring smooth interactions with the executive.

• Anticipate Needs:Be proactive in identifying potential problems or needs before they arise, offering solutions or recommendations.
• Decision-Making:Make minor decisions in the executive’s absence based on established protocols, and elevate important issues when necessary.

• Adapt to Changes:Be ready to adjust to shifting priorities…