Executive Assistant

GOLDLAW, P.A.; West Palm Beach (FL); On-site; USD 26,000 - 42,000; Part time

Job summary

GOLDLAW, P.A. is seeking a Part-time Executive Assistant to provide high-level administrative support to the CEO in a private, fast-paced law firm environment in West Palm Beach, FL.

Responsibilities include managing the CEO's calendar, drafting memos, coordinating travel, handling confidential information with discretion, and supporting other executives and departments as needed. 24-32 hours weekly, Mon-Thu 8:00 AM–5:00 PM.

Qualifications

• High school diploma or GED required; college degree preferred.
• 3–5 years of executive assistant experience.
• Proficient in Microsoft Office and calendar/email management.
• Ability to maintain confidentiality and discretion.

Responsibilities

• Answer calls and emails, routing to the CEO as appropriate.
• Manage CEO calendar and schedule meetings and lunches.
• Draft letters, memos, invoices, and reports for senior staff.
• Coordinate travel and accommodations for the CEO and executives.
• Support other departments and assist with special projects.
• Maintain office systems and supplies; ensure confidentiality.

Skills

Verbal communication

Written communication

Organizational skills

Time management

High-paced environment

Office administration

Typing 50 wpm

Confidentiality

Interpersonal skills

MS Office proficiency

Education

High School Diploma or GED

College degree preferred

3-5 years EA experience

Tools

Outlook

PowerPoint

Microsoft Office

Job description

Description

Summary:

Provides high-level administrative support to the CEO, serving as the primary point of contact for internal and external constituencies on all matters pertaining to the CEO. The Part-Time Executive Assistant must be creative and enjoy working in a small, entrepreneurial environment that is mission-driven, results- driven, and community-oriented. The ideal individual will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities. The Part-Time Executive Assistant will have the ability to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion. In addition, the executive assistant must maintain a high level of discretion and confidentiality.

Duties/Responsibilities of Part-time Executive Assistant:

• Answers and responds to calls, emails, and other communications providing correct information and routing calls to CEO and/or other staff when appropriate.
• Manage the CEO’s calendar, assisting with scheduling and confirming lunches, meetings, and other calendar items, ensuring that appropriate staff and other attendees are informed.
• Performs clerical and administrative tasks including drafting letters, memos, invoices, reports, and other documents for senior staff.
• Arranges travel and accommodation for the CEO and other executives.
• Handle various functions involving CEO’s charities, personal investments, other businesses, private attorney coaching, as necessary, in conjunction with assisting the marketing, and administrative departments.
• Maintains CEO’s office, including office supplies, office maintenance, in conjunction with the administrative departments.
• Assists the COO and CLO with general tasks and projects as assigned.
• Assists Office Services at times when backup is needed for administrative tasks.
• Assists with a relatively minimal amount of personal task for CEO.
• Extreme adherence to confidentiality and discretion with personal details or information about the CEO and Law Firm.
• Assists with relatively minor amount of personal tasks for the CEO.
• Performs other related duties as assigned.

Requirements

Required Skills/Abilities/Character Traits of Part-time Executive Assistant:

• Excellent verbal and written communication skills.
• Excellent organizational skills and attention to detail.
• Excellent time management skills with a proven ability to meet deadlines.
• Ability to function well in a high-paced environment.
• Extensive knowledge of office administration, clerical procedures, and recordkeeping systems.
• Able to type a minimum of 50 words per minute.
• Strong integrity, ethics, and confidentiality.
• Strong interpersonal skills.
• Extremely proficient with Microsoft Office Suite or similar software with the ability to learn new or updated software.
• Extreme adherence to confidentiality and discretion with personal details or information about the CEO and law firm.

Education and Experience:

• High School Diploma or GED, college degree preferred.
• Proficient in Microsoft Office, including Outlook Email and Calendar, and PowerPoint.
• 3-5 years as an Executive Assistant.

Other Requirements:

• Ability to work 24-32 hours weekly, depending on company needs.
• Monday to Thursday, 8 AM to 5 PM.

Supervisory Responsibility:

This position has no supervisory responsibilities.

Work Environment:

• This job operates in a professional office environment. This role routine uses standard office equipment.

Physical Demands:

• The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is regularly required to successfully complete most office tasks that require any physicality, which are limited in this position.