Executive Assistant

Industria Business Lawyers LLP is a new tech-forward virtual law firm that is currently expanding into new markets. This role would be facilitating aid to the Legal Operations department and the founding attorney during the administration of that expansion while gaining exposure to different roles within the company for advancement into a leadership role.
The founding attorney is looking for an assistant who is scrappy, a master multitasker with excellent (bilingual) communication skills, detail-oriented and organized, and has an upbeat attitude. Candidates should be able to assist the founding attorney in his professional tasks, delegate as necessary, ensure that they get completed, and be able to self-manage in an informal “startup” work environment. The role is part-time (25-30 hours per week).
Must be competent with computers, have a laptop (MacBook preferred) for working on the go, and excel at both verbal and written communication. Assistant will also be client-facing and comfortable with attending social events for business development.
Executive Assistant to Legal Operations Department
· Calendar Management:
o Schedule and coordinate appointments, meetings, and conferences for attorneys and executives.
o Manage and prioritize multiple calendars to ensure efficient use of time.
· Communication Handling:
o Screen and manage incoming calls, emails, and correspondence.
o Draft and edit emails, letters, and other documents on behalf of attorneys and executives.
· Client Interaction:
o Act as a liaison between attorneys and clients, maintaining a professional and courteous demeanor.
o Handle client inquiries and requests, providing timely and accurate information.
· Database and File Management:
o Manage electronic and physical filing systems for legal documents.
o Update and maintain client databases and contact lists.
o Organize and maintain legal documents, contracts, and other sensitive information.
o Assist with the preparation and editing of legal documents and reports.
· Research Assistance:
o Conduct research on legal and business matters as directed by attorneys.
o Compile relevant information and prepare summaries for review.
· Confidentiality and Discretion:
o Handle confidential information with the utmost discretion and professionalism.
o Uphold the confidentiality of client matters and internal discussions.
· Workflow Coordination:
o Streamline and optimize administrative processes to enhance efficiency.
o Collaborate with other administrative staff to ensure smooth workflow.
· Ad Hoc Projects:
o Assist with special projects and assignments as assigned by attorneys or firm leadership.
o Adapt to changing priorities and handle unforeseen tasks with flexibility.
Personal Assistant to the Managing Partner
· Personal Tasks:
o Initiate outgoing customer service calls and emails to address personal needs and resolve inquiries.
o Handle personal and professional errands: Drop/pick up items, purchases, holiday gifting, and procuring household & office supplies as needed; ensuring preferences are maintained.
o Prioritizes conflicting needs; handles matters expeditiously, and proactively, and follows through on projects to successful completion, often with deadline pressures.
o Ordering meals and office supplies as needed.
o Ensures payment of expenses, bills, and invoices
o Allocate and pay executive expenses, personal and corporate along with Accounting.
o Coordinate vacations, handling reservations and bookings.
o Additional duties as required.
Job Types: Full-time, Part-time