Basic Information

Job Category: Administrative/Office

Location: Miami, Florida, United States

Date published: 16-Mar-2022

Job type: Full Time

Description and Requirements

About the role

Executive Assistant

We are currently seeking an experienced, and well-cultural individual to be our next Executive Assistant to join our team in our Miami, FL 33130 location. 

Who We Are:

We are an ADP client - We are a leading law firm and claims filing provider that helps institutional investors monitor, file claims, and obtain recoveries in securities class action settlements, and represents investors in direct securities litigation matters around the world.

About the Role:

Our success depends on our people, productivity, and procedures. Our company is looking for a highly organized and initiative-taking Executive Assistant to perform a variety of administrative tasks and support our company’s senior-level partner. The ideal professional for the role is a flexible analytical person with superb communication skills with a very detail-oriented mindset. He/she should have prior experience multitasking and have the unique ability to deftly handle the unexpected in a high paced environment.

What you’ll do:

Core duties and responsibilities include the following:

  • Provide high level, confidential administrative support to senior company executives
  • Manage Executive Calendars
  • Saving case-related documents and important internal update emails for case filing
  • Organizing mailings of updates to the clients, including review of recipient lists and coordination of preparation of (multi-lingual) texts
  • Meeting preparation (overviews/ follow up lists)
  • Adding new cases to the system and keeping them updated with relevant information
  • Tracking expenses
  • Preparing and submission of expense reports (corporate and personal credit card)
  • Travel organization/booking (flight, train, rental cars, hotel)
  • Preparing monthly and quarterly reports and sending on behalf of attorneys
  • Mailing documents
  • Entity Search/Commercial registry document purchase
  • Manage membership renewals
  • Participates in activities needed to support the functions of the management team

Our Perfect Candidate

Education and Experience:

  • Associate’s or bachelor’s degree in Business, or Administration is a plus
  • 2 to 5 years of experience in a similar role
  • Bilingual European languages required. Italian speaker is a plus
  • Experience working with a Law firm is a plus
  • Must be customer service focused to the internal and external customer
  • Ability to maintain accurate records, schedules, and filing systems
  • Experienced with Worldox software is a plus
  • Ability to manage and solve problems and handle highly confidential information
  • Excellent organizational, planning and time management skills
  • Be able to anticipate the needs and be proactive & take-charge attitude
  • Proficiency in Microsoft Office Applications such as Advanced Excel, PowerPoint, and Outlook are required

Required Abilities and Skills:

  • People skills to articulately and professionally manage communications with respect and consideration
  • Impeccable interpersonal, verbal, attention to detail, and written communication skills
  • Reliability and discretion: you will often learn of confidential matters
  • Ability to contribute both independently and as part of a team
  • Ability to meet deadlines in high-pressure situations
  • High degree of integrity
  • Ability to prioritize tasks and projects based on needs, multitasker
  • Highly self-motivated, self-starter with a critical thinking mindset
  • Demonstrates a record of perfect attendance and a commitment to excellence
  • Dependable, detailed-oriented, great attitude and team player are very desired

Company Offers:

  • Dynamic, first-mover, industry-leading company
  • Competitive salary will commensurate with experience and education
  • Inclusive workplace, value-oriented company, and great atmosphere to work in
  • Rewards and recognition for superior performance- bonus payments can make up over 10% of base compensation
  • Exceptional benefits package available: (100% health insurance, dental, vision,401(K) plan, short-and-long-term disability plans, PTO and generous firm holiday schedule, and corporate retreats)

To Apply:

Please submit your cover letter, and resume

We are an Equal Opportunity Employer!