Executive / Personal Assistant

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Job description

Our Client
We are seeking an experienced, passionate, committed Executive Assistant for an established law firm located in North Austin, Texas. The company provides phenomenal services for the immigrant community. They specialize in Immigration: Residency, Deportation Proceedings, Consular Processing, Family Petitions, Asylum, Naturalization, Appeals, Waivers, Work Permits, U-Visa/T-Visa, Deferred Action for Childhood Arrivals (DACA), Special Immigrant Juvenile Petition (SIJ), and Temporary Protected Status (TPS).

Job Details

The Executive Assistant will coordinate and manage executive scheduling, prepare, and organize important legal and strategic materials and plans, and support executive meetings in preparation of meeting materials. We are looking for someone that will have exemplary time management skills and the ability to identify and anticipate the Owner's needs. In this position you will interact seamlessly and with a professional demeanor across a broad range of individuals including members of the management staff that report to the Owner. To perform this job successfully, the individual is expected to handle highly sensitive and confidential information while exercising professionalism and discretion. The ideal candidate will be able to prioritize tasks and manage schedules effectively.

Essential Functions/Responsibilities:

Work directly with the Owner to support all aspects of her daily work routine and personal tasks.

This includes about 60% personal tasks and about 40% office tasks.

Maintain the Owner's calendar, including scheduling meetings, appointments, speaking engagements, and travel (may include domestic and international) arrangements. Exercise discretion in committing time and evaluating needs.

Acting as the point of contact among executives, employees, clients, and other external partners.

Coordinate work with other management staff as needed; play a key role in the coordination of staff efforts.

Compose and prepare letters relating to routine correspondence for the Owner's signature.

Schedule departmental meetings; assist in the preparation and distribution of meeting agendas and materials.

Keep the Owner advised of time-sensitive and priority issues, ensuring appropriate follow-up.

Managing information flow in a timely and accurate manner

Must be able to act in a courteous and professional manner and display courtesy to employees, customers, vendors and others in all interactions.

Schedule and attend meetings and take notes of discussion; prepare the initial draft of minutes and summaries.

Must be able to always maintain strict confidentiality at an advanced level for all legal, financial, employee, computer or other sensitive information or materials.

Complete special projects including creating PowerPoint presentations, spreadsheet reports, special reports, and agenda material.

Coordinate events as needed.

Run errands as requested, for business and personal. Support various personal tasks upon request.

Other additional and/or alternative duties as assigned from time to time, including supporting other departments or Executives as needed.

Required Skills/Abilities:

Excellent verbal and written communication skills.

Excellent organizational skills, time management skills, and attention to detail.

Proficient with technology and ability to learn our software systems.

Strong analytical and problem-solving skills.

Ability to prioritize tasks.

Ability to act with integrity, professionalism, and confidentiality.

Self-motivated with excellent interpersonal skills.

Friendly and strong commitment to customer service.

Principles and procedures of record keeping.

Ability to work in a fast-paced environment.

Must be available to travel

Education and Experience:

A bachelor's degree, knowledge of MS Office, Google and MacOS.

3 years of Office Experience/ Executive Assistant Experience preferred

Details:

Monday - Friday (Some weekends)

Hours are from 9am to 5:30 pm. (Some early mornings & late evenings)

Onsite North Austin

Full Time - Direct Hire - 55k - 75k

Why work for our client?

Work with state-of-the-art technology

Name Recognition & Prestige Immigration Law Firm

Sophisticated, Challenging Work

Meaningful Career Advancement Opportunities

Excellent Benefits such as Medical, Dental , Vision, Life Insurance (Paid), PTO, Paid holidays

Work Life Balance Schedule

Qualifications/ Requirements: Communication Skills: Ability of reading comprehension, writing, speaking to others to convey information effectively, active listening and interpreting instructional documents. Reasoning Skills: Must be able to analyze information, problems, situations, practices, or procedures to define the problem or objective. Identify relevant concerns or factors, patterns, tendencies, and relationships. Formulate logical and objective conclusions and recognize alternatives and their implications. Physical Demands: This position involves regular walking, standing, sitting for extended periods of time, hearing, and talking. May occasionally involve stooping, kneeling, or crouching. May involve moving or lifting items. Other skills: Strong knowledge of business and management principles involved in strategic planning, leadership techniques, production methods, and coordination of people and resources. Excellent organizational and time-management.

We are an Equal Opportunity Employer and do not discriminate against any employee or applicant for employment because of race, color, sex, age, national origin, religion, sexual orientation, gender identity, status as a veteran, and basis of disability or any other federal, state or local protected class.

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