Executive Assistant

EXECUTIVE ASSISTANT

JOB DESCRIPTION: Singleton Schreiber, LLP, is seeking an organized, proactive and detail-oriented, Executive Assistant who will be responsible for supporting two executives at our firm.

SALARY AND BENEFITS:

$70,000-$90,000

Actual salaries will vary and will be based on various factors, such as location, skills, experience, and qualification for the role.

Singleton Schreiber, LLP offers a competitive compensation and benefits package including employer paid health, dental, and vision plans, childcare reimbursement, a transportation reimbursement program, paid parental leave, and a 401k.

DUTIES & RESPONSIBILITIES:

• Calendar Management: Manage and maintain the executive's calendar by serving as the main point of contact between the executive and all internal and external stakeholders, responding promptly to all inquiries.
• Case Management: Opening and maintaing files, communicating with clients, reviewing and organizing documents.
• Travel Coordination: Plan and coordinate executive and personal travel arrangements, appointments, client meetings, conference calls, events, lunches, and dinners as needed and requested by the executive.
• Memberships: Manage membership dues and multi-state bar licensing for executive.
• Meeting Preparation: Ensure executive is prepared for all meetings and interactions throughout the day; collect, research, and prepare all briefing materials and follow-up after each to schedule or coordinate any immediate takeaways.
• Collaboration: Effectively communicate and collaborate with organization leaders and department managers to create smooth and efficient workflows for the executive; ensure deliverables are completed and presented to the executive within the timelines requested.
• Project and Event Management: Assume the responsibility of planning, organizing and executing all projects and events set forth by the executive within the given deadline, on budget and with a high level of accuracy.
• Communication: Facilitate internal corporate communication and personal communication with vendors and associates as needed.
• Professionalism: Remain neutral and extremely professional in presence with a strong customer service focus and high level of discretion with confidential information.
• Vendor Management: Work with outside vendors to ensure executive's office is well managed.
• Proactive Contributions: Expand role beyond responsive support to make proactive contributions and take ownership of administrative tasks, taking accountability and responsibility.
• Personal: Function as a liaison between family and work calendar, sets appointments for personal and/or medical needs and other duties as assigned.
• Resilience: Thrive in a fast-paced, deadline-driven environment, remaining resilient, resourceful, and solution-oriented.
• Other Duties: Perform other duties and responsibilities as assigned.

QUALIFICATION AND REQUIREMENTS:

• 5+ years of experience in a law firm setting.
• Paralegal certificate preferred.
• Exceptional organizational skills with an ability to think proactively and prioritize work.
• Excellent verbal and written communication skills.
• Excellent ability to exercise discretion and confidentiality with sensitive company information.
• Excellent interpersonal and customer service skills.
• Ability to create, implement, and manage expenditures for both the firm and the executive.
• Working knowledge of standard office procedures.
• Working knowledge of office equipment, including printers, scanners, and personal devices.
• Proficient in Microsoft Office Suite, Outlook, Adobe and related software.

NONDISCRIMINATION STATEMENT: Singleton Schreiber, LLP is an equal opportunity employer. Selection of candidates will be based solely on merit without regard to race, color, religion, religious creed (including religious dress and religious grooming), sex (including pregnancy, perceived pregnancy, childbirth, breastfeeding, or related medical conditions), gender, gender identity (including transgender identity and transitioning), gender expression and sex stereotyping, national origin, ancestry, citizenship, age, physical or mental disability, legally protected medical condition or information (including genetic information), family care or medical leave status, military caregiver status, military status, veteran status, marital status, domestic partner status, sexual orientation, status as a victim of domestic violence, sexual assault or stalking, enrollment in a public assistance program, engaging in protected communications regarding employee wages, requesting a reasonable accommodation on the basis of disability or bona fide religious belief or practice, or any other basis protected by local, state, or federal laws.