Executive Administrative Assistant – Downtown Law Firm (On-Site)

Job Summary

We are seeking a highly organized and professional Administrative Assistant to join our downtown law firm on-site. The ideal candidate will provide essential administrative support, be highly organized, detail-oriented, and comfortable managing a high email volume and supporting multiple priorities. This role requires excellent communication skills, proficiency in office management software, and the ability to handle multiple tasks efficiently. Bilingual abilities and experience in legal reception are a plus contributing to exceptional customer service and client support.

Duties

• Email Triage and client communication. Handle correspondence via email and phone, maintaining excellent phone etiquette and customer support standards
• Task delegation and follow-up
• Schedule appointments, manage calendars, and coordinate meetings using Microsoft Office and Prolaw
• Perform data entry, filing, and document proofreading to ensure accuracy and organization
• Assist with general office support such as front desk coverage, document organization and record maintenance
• Support legal staff with clerical duties including copying, scanning, and document preparation
• Maintain confidentiality of sensitive information in compliance with firm policies

Qualifications

• Proven experience in clerical work, or related roles within a professional environment
• Strong computer literacy with proficiency in Microsoft Office Suite (Word, Excel, Outlook), and data entry skills
• Excellent organizational skills with the ability to prioritize tasks effectively
• Strong typing skills with attention to detail for proofreading and document accuracy
• Bilingual abilities (English/Spanish or other languages) are highly desirable
• Task management experience including calendar and filing systems
• Previous experience as a legal receptionist or personal assistant is advantageous
• Demonstrated professionalism with strong communication skills and phone etiquette

This position offers an opportunity to be an integral part of a dynamic legal team dedicated to providing exceptional client service in a professional setting.

Pay: $45,000.00 - $65,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Professional development assistance
• Retirement plan
• Vision insurance

Application Question(s):

• Can you describe your experience managing and prioritizing a large volume of emails and tasks in a fast-paced environment?
• Can you describe your experience handling multiple tasks and prioritizing deadlines?
• Have you ever managed a shared inbox or multiple email accounts in Outlook?
• Are you comfortable learning and using new software or case management systems?
• This position requires working on-site at our office and is not eligible for remote work. Are you able to work on-site during the required business hours?

Education:

• Associate (Required)

Experience:

• Executive Administrative Assistant: 2 years (Required)

Work Location: In person