Office Assistant

Our busy legal firm is looking for an efficient, organized legal assistant to help the CEO manage his caseload and day to day events on his calendar to ensure we’re operating efficiently.

The Ideal candidate will have prior Executive Assistant Experience and has managed an executives' 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 which 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.

$45,000 - $60,000

• Answer phones and perform Daily Office Tasks
• 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.

Meeting Preparation and Documentation [ai assisted]

• Prepare Agendas and Materials: Organize necessary materials for meetings, presentations, and conferences.
• Follow-Up Action Items: Ensure that follow-ups from meetings are tracked and completed

Travel Coordination

• 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.

Administrative Support

• 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.

Confidentiality and Discretion

• 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.

Client and Stakeholder Management

• 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.

Problem Solving and Initiative

• 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 escalate important issues when necessary.

Flexibility and Adaptability

• Adapt to Changes: Be ready to adjust to shifting priorities and last-minute changes in schedule or tasks.
• Work Under Pressure: Be able to handle multiple tasks simultaneously while meeting deadlines, even in high-pressure environments.

Reporting and Analytics

• Prepare Reports: Compile data for reports, presentations, or summaries on behalf of the executive.
• Track Metrics: Assist in monitoring key performance indicators (KPIs) or project milestones and report on progress.

Personal Assistance (When Required)

• Personal Errands: Occasionally assist with personal tasks such as appointments, shopping, or household management if part of the role.

Maintain a Positive and Professional Attitude

• Represent the Executive: Act as an extension of the executive, maintaining a professional demeanor when interacting with internal and external stakeholders.
• Problem Resolution: Address issues or conflicts that arise, using tact and diplomacy.

Keep each different organization's matters distinct and separate

• Help with creating a variety of litigation documents, including pleadings, motions, subpoenas, affidavits, contracts, and briefs for case preparation, and proofread documents when necessary
• Accept other administrative tasks as needed to assist the team and ensure the firm runs smoothly
• Process client billing properly using daily time records with help from the accounting department
• Handle office correspondence and administrative tasks such as responding to emails and phone calls, communicating with opposing attorney offices, taking dictation, and letting the team know about upcoming deadlines
• Perform legal research, as needed, with help from attorneys and paralegals

• Customer service, bookkeeping, or administrative experience is preferred
• Navigates computer programs with ease to provide a quick front-desk experience for customers
• Enjoys talking with customers and can communicate through verbal and written channels
• Shows ability to quickly finish very detailed work
• High school diploma or GED required

• Organizational skills and communication skills are necessary for this position
• Comfortable working with all Microsoft Office products
• Applicants must be able to type 50 words per minute or faster
• Ability to work effectively in a fast-paced environment and meet deadlines with quick turnaround times
• Some college is preferred; High school diploma or equivalent is required

Martino Law Group, LLC is a dynamic and fast-growing law firm that represents clients in Divorce and Family Law, Personal Injury, General Litigation, Probate, Estate Planning, and Real Estate Matters. We pride ourselves on being clients' Trusted Advisors, dedicated to making a tangible impact on their lives. Join our thriving legal practice known for its dynamic environment and diverse caseloads. We offer a somewhat flexible schedule and opportunities for professional growth within the firm. If you are a motivated team player who is interested in growing yourself and a law firm with much room to grow, we invite you to apply.