Community Association Executive Assistant

Becker; Fort Lauderdale (FL); On-site; USD 65,000 - 90,000; Full time

Job summary

Becker, a diversified law firm with offices in Florida, seeks an experienced Executive Assistant to support assigned attorneys in a fast-paced environment. You will manage calendars, client communications, billing coordination, and business development activities while ensuring accuracy and professionalism.

Ideal candidates hold an Associate’s degree and have at least seven years of executive support experience.

Qualifications

• Associate’s degree required; minimum seven years in a professional administrative/executive support role.
• Strong calendar management across multiple calendars and professionals.
• Proven customer service orientation and professional etiquette in communications.

Responsibilities

• Manage attorney calendars and scheduling; ensure timely daily planning.
• Handle PNC inquiries and direct business development inquiries per CARE SOP.
• Ensure monthly marketing reports reflect activities for assigned attorneys.

Skills

Calendar management

Communication

Customer service

Microsoft Outlook

Grammar & punctuation

Professional etiquette

Multi-calendar support

Executive support

Education

Associate’s Degree

Tools

Aderant

iManage

Unbilled Time Report

Job description

Becker has been included in the inaugural list of The Best Companies to Work for Among U.S. Law Firms by U.S. News & World Report for 2024. Come join our award-winning team!

Becker is a diverse, multi-practice, commercial law firm with international affiliates and offices in Florida, New York, New Jersey and Washington, DC. Becker prides itself on client focused services and a commitment to always exceeding our client's expectations. Since 1973, we have been focusing on building a culture that is collaborative, creative, and passionate about growth.

We offer a comprehensive benefit package that includes some Employer-Paid benefits, Mental Health coverage, and even a 401k match! To fulfill our commitment to our employee’s health and safety, Becker has committees – such as the Wellness Committee and the Mental Health and Well-Being Committee – that ensures our employee’s individual health is always a priority.

We provide every incoming employee with individualized training to ensure that they are experts on Becker’s use of above-industry-standard software and in their role.

POSITION SUMMARY:

TheExecutive Assistant is responsible for assisting the attorneys assigned to them in the department on their day-to-day operations of their practice and clients. They will support attorneysthrough calendaring, client communications, billing coordination, administrative tasks, and business development activities in a fast-paced legal environment.

Key Responsibilities:

• Handle all telephone communications, including taking detailed messages and forwarding them to the appropriate attorney or person.
• Manage Potential New Client (PNC) inquiries and direct business development inquiries and reporter requests for interviews according to CARE Standard Operating Procedures.

• Oversee scheduling and calendar management for assigned attorney(s), ensuring daily schedules are provided promptly each morning.
• Confirm that all meetings, events, and classes are proceeding as planned, and ensure all logistical details are accurate and up-to-date and ensure that all required materials for the event are provided to the attorney as an attachment to the calendar or, if required, in hard copy.

• Ensure the monthly marketing report accurately reflects all business development activities for assigned attorney(s).
• Process and manage attorney(s) expense reports in a timely and accurate manner.

• Enter billing time into Aderant for assigned attorney(s), edit the Unbilled Time Report before deadlines, and handle billing discrepancies, checks, and client relations tasks as needed.
• Run general reports and perform related accounting duties.

• Communicate client updates to the Department Assistant for Interaction edits.

• Perform corporate searches via the State and DBPR websites, and assists with registered agent matters.

• Coordinate travel arrangements as needed.

Any and all other duties as may be required of the job.

SKILLS/ABILITIES:

• Positive demeanor, ambitious, and confident with strong problem-solving and critical thinking abilities
• Expert organizational skills with the ability to manage multiple calendars, files, and workflows efficiently
• Comfortable with direct communication, asking questions when needed, and maintaining professional etiquette
• Exceptional customer service focus and ability to engage seamlessly with C-level professionals
• Proficient in Microsoft Outlook, word processing, and managing calendars, with a strong command of grammar, spelling, and punctuation
• Experience with Aderant, iManage, and Unbilled Time Report is a plus
• Familiarity with the State of Florida and DBPR websites is advantageous
• Ability to anticipate needs, work independently, and handle responsibilities with minimal supervision
• Skilled in supporting executive teams, coordinating events, and collaborating across teams

EDUCATION/EXPERIENCE:

The Executive Assistant must have a minimum of an Associate’s Degree and at least seven years of experience in a professional environment as an administrative or executive assistant. The role requires strong skills in supporting multiple calendars and professionals.

Equal Employment Opportunity

Becker is committed to diversity in the workplace. Workplace diversity refers to the protection, respect and inclusion of all of the attributes that each employee contributes to the workplace. We strive for a workplace that welcomes and respects all employees regardless of any protected class status, including, but not limited to, race, color, religious creed, national origin, sex, sexual orientation, gender identity, genetic information, military service, age, ancestry, and disability. We also acknowledge the other ways in which people are different, such as educational level, life experience, work experience, socio-economic background, and personality and recognize the value of these individual differences.

We are wholly committed to creating hiring practices and a work environment that values and utilizes the contributions of people with different backgrounds, experiences, and perspectives.

As such, it is the policy of Becker to recruit, employ, train, develop, and promote employees on the basis of individual qualifications, competence, and merit. We believe that all persons are entitled to equal employment opportunity and do not discriminate on any basis prohibited by applicable law. It is our goal to fully comply with the letter of the law, as well as its spirit and intent.