Executive Administrative Assistant

Lotane & Associates (LA) is a debt collection and subrogation law firm located in Cocoa, FL. Lotane & Associates have been practicing in Brevard County for over 45 years and serves companies throughout Florida. Our collections lawyers and staff are dedicated solely to pursuing efficient recovery of bad debts for our clients.

Position Overview

We are seeking an experienced, highly organized and detail-oriented Executive Administrative Assistant to join our team. In this role, you will provide comprehensive administrative support to the Director of Operations and would contribute to the smooth operations of our organization. The ideal candidate will possess excellent communication skills, strong attention to detail, and the ability to prioritize tasks effectively.

This is an excellent opportunity for someone looking to use their experience in executive support and make a significant impact in a fast-paced and dynamic environment. If you are a proactive and resourceful individual with strong problem-solving skills, we would love to hear from you!

Responsibilities

• Manage and maintain DOO calendars, scheduling and coordinating meetings, conference calls, and appointments
• Coordinate and arrange travel and accommodation for DOO and other members of the leadership team, including booking flights, hotels, and transportation
• Coordinate and organize meetings, including preparing materials, taking notes, and distributing meeting minutes.
• Act as a liaison between the executive team and internal and external stakeholders, including clients, partners, and vendors.
• Assist in preparing emails, memos, reports, presentations, and other correspondences, ensuring accuracy and timely delivery
• Handle incoming and outgoing communications, including phone calls, emails, and mail
• Maintain confidentiality and handle sensitive information with discretion and professionalism
• Conduct research and provide support in various projects and initiatives as assigned
• Coordinate, manage and execute special projects and events, such as conferences, client meetings, team-building activities, community engagements and E-Team events internally and externally
• Purchase, organize and manage office supplies, equipment, and facility needs
• Conduct market research to identify new vendors, evaluate their capabilities, negotiate contracts and pricing agreements
• Create and maintain effective filing systems, both physical and digital, to ensure easy retrieval of documents
• Prepare monthly expense reports and maintain receipts and documents for purchases
• Coordinate and assist with weekly All Hands meetings in addition to preparing agenda and documents to distribute
• Maintain and update administrative tasks via Monday.com

Compensation Range: Rate will vary depending on experience

Qualifications and Education Requirements·

• You must have initiative!!
• High school diploma/GED required, Associate’s degree or administrative training is preferred
• Previous experience as an Administrative Assistant or in a similar position
• Proven experience as an executive administrative assistant or in a similar role supporting C-Suite Level Leadership
• Ability to work independently and collaborate effectively with colleagues at all levels
• Professionalism, integrity, and the ability to maintain strict confidentiality
• Excellent organizational and time management skills, with the ability to multitask and prioritize effectively
• Strong attention to detail and problem-solving skills
• Exceptional written and verbal communication skills
• Familiarity with standard office equipment such as computers, tablets, phone, printers and fax machines
• Excellent computer skills and knowledge of Microsoft Word, Outlook, and PowerPoint
• Highly organized with excellent time management skills and the ability to prioritize projects

Job Type: Full-time

Expected hours: 40 per week

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Paid time off
• Tuition reimbursement
• Vision insurance

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday

Work Location: In person