About us:

Mavacy is a legal business that helps clients solve complex business issues, on time and on budget. Because of the way we do business, we are constantly growing, evolving, and being a leader in the space. Outside of great problem solving and professionalism, the way we handle business is different. We are optimists in the purest form, true deal makers vs deal breakers. Team members are in the driver's seat of their careers. They will have the ability to pick and choose what they want to work on, and how they want to work.

Overview:

We are seeking an Executive Assistant to join our team at Mavacy. In this critical role, you will be instrumental in ensuring the efficient functioning of our organization. As an Executive Assistant, you will provide high-level administrative support to our attorneys and staff within our dynamic legal business. The ideal candidate will be a proactive and dedicated professional, adept at optimizing administrative workflows and enhancing overall team productivity. This role requires exceptional organizational skills, attention to detail, and the ability to manage multiple priorities effectively.

Duties:

Calendar Management: Efficiently manage attorneys' calendars, scheduling appointments, meetings and other important events for the attorney. Prioritize and coordinate commitments to optimize time management and support daily workflow.

Client Communication and Relationship Management: Serve as a liaison between attorneys and clients, responding to inquiries, relay messages, and ensure timely follow-up. Maintain professionalism and confidentiality in all client interactions.

Document Management: Help with organization and maintenance of legal documents, case files, and correspondence. Ensure accuracy, confidentiality, and efficient retrieval of information as needed by attorneys.

Financial Management Assistance: Support billing and invoicing processes, tracking expenses, and preparing billing statements. Collaborate with accounting to ensure accurate client billing and financial record-keeping.

Executive Support: Provide high-level administrative support to attorneys, including drafting correspondence, preparing presentations, and handling confidential information with discretion.

Meeting Coordination: Arrange and coordinate meetings, conferences, and other items needed to run the attorney's day. Prepare meeting materials, agendas, and follow-up on action items to ensure effective communication and execution.

Travel Arrangements: Coordinate travel logistics for attorneys, including booking flights, accommodations, and transportation. Prepare travel itineraries and ensure smooth travel experiences.

Office Operations Management: Help assist general office operations, including managing incoming calls, handling mail, ordering supplies, and maintaining office equipment. Implement efficient processes to enhance productivity.

Strategic Support and Special Projects: Collaborate with attorneys on special projects, strategic initiatives, and process improvements. Contribute to the overall success and efficiency of the legal team through proactive assistance and innovative solutions.

Data Entry: Accurately input and update data in practice management software, spreadsheets, and other software used at Mavacy.

Qualifications:

• MBA or JD perferred.
• Prior experience in a legal or administrative role is preferred.
• Strong organizational skills and attention to detail.
• Proficiency in Microsoft Office suite and legal software.
• Excellent written and verbal communication skills.
• Ability to multitask and work efficiently in a fast-paced environment.
• Knowledge of legal terminology and procedures is a plus.