Executive Assistant (Legal)

Join the Stouffer Legal team as an Executive Assistant to the Managing Partner! We are hiring an Executive Assistant to assist with our Managing Partner (an attorney who manages the team of attorneys) with administrative responsibilities including calendar appointment scheduling, email communication, task management, event planning, and other administrative tasks.

This job is located in person in Towson, Maryland. The hours are 8:00am to 5:30pm Monday through Friday and the job is approximately 40-45 hours per week.

The pay range for the position is $50,000 to $60,000 per year based on experience.

In this position, your job responsibilities would encompass five core areas with the following breakdown of time spent per week:

Core Functions

• Scheduling and Calendar Coordination (45%)
• Email & Other Virtual Communication (25%)
• Administrative Tasks (Other) (20%)
• Event Planning (5%)
• Local Travel (5%)

Job Responsibilities and Expectations

• Scheduling and Calendar Coordination (45%)
  • Review availability in Microsoft Outlook to schedule appointments with clients or employees at optimal times based on Managing Partner's availability and preference
  • Send meeting invitations to recipients through Microsoft Outlook, for in-person meetings or Microsoft Teams meetings, and
    • Sending meeting reminders to attendees via email (Microsoft Outlook)
    • Making phone call reminders to attendees
    • Rescheduling appointments as needed
  • Add/create calendar appointments as needed/by request
  • Create training schedules for new hires including coordinating calendars for when they will be meeting with different individuals
• Email and Other Virtual Communication (25%)
  • Contact individuals via email or Microsoft Teams to confirm availability for scheduled appointments
  • Respond to external (outside of Stouffer Legal) emails using FreshDesk software
  • Contact guest speakers for company events to invite them to speak and provide details of the event
• Administrative Tasks (Other) (20%)
  • Attend meetings with the Managing Partner to assist with meeting preparation (setup), notetaking, post-meeting follow up, etc.
  • Keep track of tasks and responsibilities, and their due dates/deadlines, and assisting the Managing Partner with task completion
  • Keep digital files organized and filed in the correct folder, including Word documents, Excel documents, PDFs, etc.
  • Complete "clean up" projects as needed (for example re-organizing cabinets, offices, etc.)
  • Perform web searches to research options such as restaurants for business meetings, online purchases, identifying subject matter experts for speaking engagements, etc.
  • Purchase gifts and a card for employees who pass the Bar, wrap them, write the message on the card, etc.
  • Coordinate office maintenance, bringing in vendors and suppliers to complete tasks such as hanging pictures, furniture and fixture repair, etc.
  • Data entry in Microsoft Excel
• Event Planning (5%)
  • Be part of a committee to assist with planning company events, including team-building activities, company trainings, and other celebrations
  • Assist with setup and takedown before and after events (daytime only)
  • Handle logistics of virtual or in-person meetings or events, including making reservations, managing RSVPs, and making arrangements for food (approximately 2-4 per month)
• Local Travel (5%)
  • Travel between the Towson and Annapolis offices 1-2x a month (daytime travel only and mileage reimbursed)
  • Travel to local retail locations to purchase gifts, birthday and other celebratory cards, food for events, etc. (company credit card provided and mileage reimbursed)

Our ideal candidate is very organized and detail-oriented, and good with technology. You are able to craft professional emails to clients and speak on the phone with warmth and professionalism. You can handle meeting logistics and other aspects of event planning, including booking travel, handling RSVPs, and confirming attendance.

Proficiency with Microsoft Office (Outlook, Word, Excel, OneNote, Teams, OneDrive, SharePoint) is required. Familiarity with FreshDesk will be helpful in this role but is not required.

Benefits:

• Eligible for benefits upon start date
• Health Insurance (CareFirst) with 50% company contribution
• Dental and Vision Insurance offered
• Short-term and Long-term Disability Insurance 100% paid by company
• Basic Group-Term Life Insurance 100% paid by company
• 401k Contribution with 4% match, no vesting period
• Pay day twice a month on the 7th and 21st
• Direct Deposit Available
• Paid-time off starts at 15 days per year and increases with tenure
• 3 weeks paid parental leave
• 7 paid holidays
• Employee discount
• Paid training

What you can expect in the Hiring Process:

• Submit application
• Phone interview (10-15 minutes)
• Virtual (Microsoft Teams) interview (30 minutes)
• Complete candidate assessments (emailed to you)
• In-person interview (1 hour)
• Job offer and completion of pre-employment reference checks, etc.
• You're hired!