What are the responsibilities and job description for the Executive Assistant/Project Manager position at MILLER & COMPANY P.C.?
To demonstrate your genuine interest in this position, please send your resume and cover letter to hiring@millerco.com with 'Pepper Potts' as the subject line. Only emails with this subject line will be considered, and these submissions will be given priority and greater consideration.
The Executive Assistant / Project Manager role is responsible for ensuring the smooth operation of the office and providing administrative and project management support. This role also involves managing office supplies, equipment, and executive events, contributing to the overall efficiency and effectiveness of the organization. Independent judgment is required to plan, prioritize, and organize a diversified workload.
This role requires exceptional organizational skills, the ability to multitask, and a proactive approach to problem-solving while being methodical and detail-oriented. The ideal candidate will be adept at managing schedules, managing process checklists, handling confidential information, and ensuring that projects are completed on time and within scope.
A background in HR, Accounting, Project management, and / or knowledge of law firm operations is preferred.
Responsibilities :
- Project Management : Maintain a list of strategic priorities and work closely with leadership to ensure progress against goals, surface issues or risks, and support the executive team’s communications on those priorities
- Calendar Management : In addition to scheduling, the Assistant is responsible for managing and organizing calendars, including meeting preparation and ensuring appointments and meetings run smoothly
- Email Management : Handling and prioritizing incoming emails, drafting responses, and maintaining an organized email inbox
- Travel Planning and Itinerary Optimization : Besides making travel arrangements, the Executive Assistant proactively optimizes travel itineraries to minimize downtime and ensure efficient use of time during trips
- Travel : Travel with the President to client locations
- Expense Tracking and Budget Management : Beyond expense reporting, actively managing and tracking expenses against a budget, and providing regular financial reports
- HR and Financial Assistance : The EA will assist the law team with varying high-level initiatives within these departments, therefore, strict confidentiality will need to be observed
- Confidentiality and Data Security : Ensuring the confidentiality and security of sensitive information, including company and personal data, by implementing appropriate protocols and safeguards
- Technology and Software Proficiency : Staying updated on relevant office software and technology tools to streamline processes and improve efficiency in the office
- Information Management : Organizing and maintaining documents, files, and information, making sure that the executive has easy access to necessary resources
- Gatekeeping : Serve as gatekeepers, filtering and prioritizing communications and inquiries directed to the executive, allowing the executive to focus on critical matters
- Develop and implement legal project plans, including the defining of scope, goals, deliverables, required resources, budget, and timing
- Coordinate with legal teams to ensure all parties are on track with project requirements, deadlines, and schedules
- Conduct project review and create detailed reports for executive staff
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About Company
Miller & Company P.C. is a law firm serving a diverse clientele in import, export, and foreign-trade zone law. The firm has a broad client base in fifty states, Puerto Rico, and major trading centers throughout the world. Clients range from large multinational enterprises to corporations, partnerships, associations, governmental entities, and individuals. Most business clients involved in international trade rely on us for a comprehensive range of innovative trade-related representation. Within these specialized areas of practice, we have received global recognition for our involvement in the development of the U.S. Foreign-Trade Zones Program.
