Executive Legal Assistant

Schedule: Monday – Friday, 8:30 AM – 5:00 PM

Benefits: Company-paid benefits package

We are seeking a highly professional, proactive, and energetic Executive Legal Assistant to provide comprehensive administrative and legal support to senior leadership while also serving as the front-office receptionist and coordinating office events and facilities operations. This is a unique opportunity for someone who thrives in a fast-paced, entrepreneurial environment and is excited about helping build and support a new Miami office from the ground up.

The ideal candidate will possess exceptional organizational skills, strong executive presence, polished communication abilities, and a sense of urgency when handling priorities. This individual will serve as a trusted partner to executives, a welcoming face for clients and visitors, and a key contributor to creating a professional, efficient, and client-focused workplace.

Executive & Legal Support

• Provide high-level administrative support to attorneys and executive leadership.
• Manage complex calendars, scheduling, travel arrangements, and meeting coordination.
• Draft, edit, proofread, and distribute legal and business correspondence.
• Prepare and process client engagement letters, retention agreements, and related documentation.
• Maintain legal files, records, and confidential information with the highest level of discretion.
• Assist with document management, matter tracking, and client onboarding processes.
• Coordinate internal and external meetings, including preparing agendas, presentation materials, and meeting follow-up.
• Serve as a liaison between executives, clients, outside counsel, and business partners.

Reception & Office Administration

• Serve as the primary point of contact for visitors, clients, vendors, and incoming communications.
• Provide a professional, welcoming, and polished front-office experience.
• Answer and direct phone calls, greet guests, and manage office reception operations.
• Coordinate conference room scheduling and preparation.
• Manage office supplies, mail, courier services, and general administrative functions.
• Support onboarding activities for new employees and office visitors.

Events Coordination

• Plan and execute client events, executive meetings, office celebrations, and networking functions.
• Coordinate venues, catering, invitations, registrations, and event logistics.
• Manage event budgets, vendor relationships, and post-event follow-up.
• Ensure all events reflect the firm's professional image and brand standards.

Facilities Coordination

• Assist with day-to-day office facilities management and vendor coordination.
• Liaise with building management, maintenance providers, and office service vendors.
• Monitor office operations to ensure a safe, organized, and well-maintained workplace.
• Coordinate office moves, furniture installations, space planning, and workplace improvements.
• Support the continued setup, growth, and operational needs of a new office location.

Required

• Minimum 5+ years of legal support experience
  , preferably in a large law firm environment.
• Demonstrated experience drafting and managing client engagement letters
  .
• Consistent and stable work history reflecting reliability and professionalism.
• Strong executive presence with polished written, verbal, and interpersonal communication skills.
• Excellent presentation skills and the ability to interact confidently with senior executives, clients, and stakeholders.
• Ability to handle confidential information with discretion and professionalism.
• Highly organized with exceptional attention to detail and follow-through.
• Proficient in Microsoft Office Suite, including Outlook, Word, PowerPoint, and Excel.
• Strong multitasking and project coordination skills.