Executive Administrative Assistant

Starks Industries, Inc.; Miami (FL); On-site; USD 90,000 - 130,000; Full time

Job summary

Starks Industries, LLC is seeking an Executive Administrative Assistant to provide comprehensive support to the executive team in a fast-paced federal environment. You will manage calendars, travel, and high-level correspondence while maintaining strict discretion and accuracy.

The role requires extensive experience supporting senior officials, strong legal document handling, and proficiency with MS Office and legal databases.

Qualifications

• Bachelor's degree required.
• Minimum of 15 years of progressively responsible administrative experience in confidential environments.
• Extensive experience supporting senior officials and handling legal documentation.

Responsibilities

• Conducts legal research and prepares background materials for meetings and speaking engagements.
• Drafts, edits, and processes legal correspondence, reports, and case-related documents.
• Screens calls, visitors, and correspondence with discretion and prioritization.
• Manages the USA’s calendar, appointments, and travel arrangements.
• Develops recurring reports, presentations, and supporting documentation.
• Coordinates with the Public Affairs Officer for press events and media scheduling.
• Oversees preparation and review of press releases, training, and conference planning.
• Integrates data, reports, charts, and graphics into written deliverables.
• Advises staff on correspondence, reporting, and procedures to ensure DOJ/USAO policy compliance.

Skills

Legal knowledge

MS Office

Editing

Communication

Discretion

Multitasking

DOJ procedures

Keyboarding

Education

Bachelor's degree

Tools

Legal databases

Travel management system

Job description

Job Overview

We are seeking a highly organized and proactive Executive Administrative Assistant to provide comprehensive support to our executive team. This role is essential in ensuring smooth operations within the office and requires a blend of administrative expertise, exceptional communication skills, and a keen attention to detail. The ideal candidate will thrive in a fast-paced environment, demonstrating strong multitasking abilities while managing various tasks efficiently.

Responsibilities

• Conducts legal research and prepares background materials for meetings, conferences, and speaking engagements.
• Drafts, edits, and processes legal correspondence, reports, and case-related documents.
• Screens calls, visitors, and correspondence, exercising discretion to prioritize and route matters appropriately.
• Manages the USA’s calendar, appointments, and travel arrangements using the travel management system.
• Develops recurring reports, presentations, and supporting documentation.
• Serves as intermediary with the Public Affairs Officer for press events and media scheduling.
• Coordinates applicant files and screening for Assistant U.S. Attorney positions.
• Oversees preparation and review of press releases, training, and conference planning.
• Integrates and formats data, reports, charts, and graphics into written deliverables.
• Ensures all documents adhere to DOJ/USAO policy, legal formatting, and quality standards.
• Advises staff on correspondence, reporting, and administrative procedures.
• Supports the USA in public engagements, ensuring materials reflect office policies and views.

Skills

• Advanced knowledge of legal principles, regulations, and case documentation.
• Strong administrative skills with the ability to anticipate needs and resolve problems.
• Proficiency with Microsoft Office Suite and legal databases.
• Excellent written and verbal communication, including editing and proofreading.
• Ability to exercise discretion, confidentiality, and independent judgment.
• Strong organizational, analytical, and multitasking skills.
• Familiarity with DOJ/USAO procedures and protocols preferred.
• Keyboard proficiency required.

Experience and/or Education

• Bachelor’s degree required.
• Minimum of 15 years of progressively responsible administrative experience supporting senior officials in highly confidential environments.
• Minimum of 15 years of legal assistant/paralegal experience, including research and document drafting