Office Assistant

The Grey Legal Group, APC; Murrieta (CA); On-site; USD 10,000 - 60,000; Full time

Job summary

A growing legal firm is seeking a Personal/Executive Assistant to support the Founding Partners with their professional and personal tasks. Responsibilities include calendar management, organizing meetings, and handling personal appointments. Ideal candidates are detail-oriented, organized, and possess excellent communication skills. This role offers a challenging but rewarding opportunity to make a significant impact within a dynamic environment.

Qualifications

• Excellent time management and organizational skills.
• Professional demeanor and communication skills.
• Eagerness to learn new software.

Responsibilities

• Support the Founding Partners with organizational tasks.
• Maintain Partners’ calendars and schedule meetings.
• Organize and attend meetings, taking notes and following up.

Skills

Time Management

Organizational Skills

Communication Skills

Tools

Microsoft Office Suite

Job description

It's challenging to craft this job post without risking offense, but here goes... Have you seen Iron Man? Tony Stark is a genius inventor and superhero who becomes Iron Man. He's respected worldwide and accomplishes feats no one else can. Do you know how he manages? He has Pepper Potts, who keeps his life organized—whether helping at his company or buying herself a birthday present, because he might forget. We are looking for a Pepper Potts (male or female).

We run a rapidly growing company with a lot to accomplish, and we need help. After meetings, we require assistance following up with employees or vendors—listening carefully, taking diligent notes, drafting emails, and holding people accountable. Our busy weeks leave our offices in disarray; we need someone organized to sort, file, and locate items quickly. You must be patient, organized, and have a memory like a bear trap.

We travel frequently and need someone trustworthy to handle car inspections, feed our dogs (or arrange boarding), and manage Amazon purchases. You should be able to drive, handle an energetic puppy, and be polite at the UPS Store. We receive more emails than any human can process, and our calendars are packed. You’ll need to familiarize yourself with our business, clients, friends, and family, making decisions independently and understanding our priorities.

If we forget children’s school paperwork, need a signed document from five years ago, or must book a Miami trip in two weeks, you’ll handle it—visiting schools, following fuzzy instructions, and booking travel, including dealing with unavailable first-class flights. We may swear during interactions; expect high expectations, sometimes unclear directions, and the need to read our minds. But you’ll have fun and make a meaningful impact.

We’ve built solid policies and systems, providing clear expectations and guidance, but no system is perfect. We seek intelligent, independent thinkers who can make decisions and steer things in the right direction. We’ve never hired for this role before, but it’s critical for us and our growth. We aim to hire someone who becomes invaluable to our team, families, and business.

If interested, apply on this site, but be ready for a challenging interview process.

Responsibilities:

• Support the Founding Partners with organizational tasks for their professional and personal lives, freeing their time to grow the firm.
• Receive firm-related tasks from the Director of Operations.
• Maintain Partners’ calendars: ensure completeness, avoid double-booking, align with scheduling blocks, and consider travel time.
• Schedule professional meetings with referral partners, vendors, coaches, etc.
• Arrange personal appointments: medical, auto detailing, etc.
• Organize, attend, and take notes at meetings, following up on action items.
• Book and modify travel arrangements, assist during travel.
• Organize the physical office: review and file items regularly.
• Prepare and calculate expense reports.
• Attend weekly and daily meetings to optimize productivity.
• Handle personal tasks: dry-cleaning, grocery shopping, pet care, children’s transportation, scheduling.
• Manage projects and events for the Partners and firm activities.
• Order office supplies and equipment as requested.
• Deliver or retrieve documents from courts or local businesses.
• Perform other tasks as assigned by the Partners or Director of Operations.

Qualifications:

• Excellent time management and organizational skills.
• Proficiency with Microsoft Office Suite; eagerness to learn new software.
• Professional demeanor and communication skills.

Compensation:

$17 - $20 hourly