Administrative Assistant

Shark Law™; Riverview (FL); On-site; USD 36,000 - 56,000; Full time

Job summary

Shark Law™ is seeking an organized Administrative Assistant to support our team. This role focuses on client experience, document preparation, and confidential handling of sensitive information within a professional setting.

You will manage schedules, organize files, assist with onboarding, and maintain accurate records while ensuring a smooth client experience across the firm. Prior experience in legal or regulated environments is preferred but not required.

Qualifications

• 2+ years of administrative or clerical experience.
• Excellent organizational and data-entry skills.
• Strong written and verbal communication.
• Ability to maintain confidentiality and handle PII.

Responsibilities

• Greet visitors and manage reception areas.
• Manage calendars and coordinate meetings.
• Prepare documents and maintain filing systems.
• Answer phones and handle mail and shipments.
• Update client information in CRM systems.
• Uphold discretion regarding client data and confidential information.

Skills

Administrative experience

Communication skills

Data privacy

Microsoft Office

Time management

Discretion & confidentiality

Phone etiquette

Attention to detail

Client interaction

Education

High school diploma

Associate's or Bachelor's degree

Tools

Case management software

Job description

We are seeking a highly organized and professional Administrative Assistant to support our team. This role is ideal for someone with a polished demeanor, exceptional attention to detail, and an unwavering commitment to confidentiality. The Administrative Assistant supports staff by managing schedules, organizing files, preparing documents, and maintaining accurate records, while ensuring a smooth and professional client experience.

Key Responsibilities

• Client Experience: Greet visitors and ensure reception and meeting areas are pristine, organized, and ready for client meetings.
• Scheduling & Coordination: Manage calendars, coordinate meetings, and book client appointments efficiently; provide task follow-up support to leadership.
• Documentation & Records: Prepare and format documents, assist with client onboarding, and maintain accurate physical and digital filing systems.
• Office Operations: Answer phones, handle incoming/outgoing mail and shipments, perform data entry, photocopying, and scanning, and support general office operations.
• Client Systems: Update client information in firm/CRM systems and assist with account-related administrative tasks.
• Compliance & Discretion: Uphold absolute discretion regarding client data, firm strategies, and proprietary information, adhering to applicable privacy regulations (e.g., SEC or industry-specific rules).

Qualifications & Requirements

• 2+ years of administrative or clerical experience, preferably within financial services, legal, or another regulated professional environment.
• Strong administrative and clerical skills, including scheduling, filing, document preparation, and data entry.
• Professional phone etiquette and communication skills, with the ability to interact courteously and clearly with clients, colleagues, and partners.
• Demonstrated understanding of data privacy and safeguarding sensitive or personally identifiable information (PII).
• Impeccable verbal and written communication, with a calm, poised presence under pressure.
• Proficiency with the Microsoft Office Suite (Word, Excel, Outlook) and comfort learning proprietary financial or legal case management software.
• High level of organization, accuracy, and time management, with the ability to prioritize multiple tasks in a fast-paced environment.
• Commitment to confidentiality, discretion, and ethical handling of sensitive information.
• Prior experience in a law firm, financial services, or professional services environment preferred but not required.
• High school diploma or equivalent required; Associate's/Bachelor's degree or relevant office administration certifications a plus.