Executive Assistant to COO — Operations, Billing & HR Support

Lawson Huck Gonzalez PLLC; Tallahassee (FL); On-site; USD 50,000 - 70,000; Full time

Job summary

Lawson Huck Gonzalez, PLLC is seeking an organized, responsive, and detail-oriented Executive Assistant to support the firm’s Chief Operating Officer across all areas of law firm administration and operations.

The Executive Assistant will help the COO manage priorities, coordinate projects, track outstanding items, and support work involving billing, human resources, vendors, internal procedures, scheduling, and general firm administration.

Qualifications

• Prior executive assistant, administrative, law firm, accounting, or billing experience preferred.
• Strong organizational skills and close attention to detail.
• Ability to manage multiple assignments and follow tasks through to completion.
• Strong written and verbal communication skills.
• Professional, dependable, responsive, and comfortable taking direction.
• Sound judgment and the ability to exercise discretion when handling confidential information.
• Proficiency with Microsoft Outlook, Word, and Excel.

Responsibilities

• Provide day-to-day executive and administrative support to the Chief Operating Officer.
• Help manage priorities, maintain task lists, track deadlines, and follow up on outstanding assignments.
• Coordinate meetings, interviews, employee events, and internal scheduling.
• Assist with special projects and firmwide administrative initiatives.
• Help prepare, edit, finalize, and distribute client invoices.
• Distribute prebills to attorneys and follow up to ensure timely review and return.
• Assist with accounts receivable follow-up and the maintenance of billing records and reports.
• Support accounts payable processes, including organizing invoices, tracking approvals, and maintaining payment records.
• Assist with employee onboarding, personnel records, benefits administration, and other human resources documentation.
• Help draft, format, organize, and distribute firm policies, procedures, forms, and internal communications.
• Communicate with attorneys, staff, clients, vendors, candidates, and other outside contacts to obtain information and keep projects moving.
• Assist with vendor coordination, office services, supplies, and facilities-related matters.
• Prepare spreadsheets, reports, correspondence, presentations, and other administrative materials.
• Maintain organized electronic and physical records.
• Anticipate routine administrative needs and help ensure important tasks do not fall through the cracks.
• Provide general administrative assistance and perform other duties as assigned.

Skills

Excellent organizational skills

Attention to detail

Multitasking

Written and verbal communication

Discretion with confidential info

Professional, dependable and proactive

Tools

Microsoft Outlook

Microsoft Word

Microsoft Excel

Job description

Lawson Huck Gonzalez, PLLC is seeking an organized, responsive, and detail-oriented Executive Assistant to support the firm’s Chief Operating Officer across all areas of law firm administration and operations.

The Executive Assistant will help the COO manage priorities, coordinate projects, track outstanding items, and support work involving billing, human resources, vendors, internal procedures, scheduling, and general firm administration.