Executive Assistant 

SPECIFIC RESPONSIBILITIES INCLUDE, BUT ARE NOT LIMITED TO:

Key Responsibilities:

• Manage and coordinate the Partners’ calendars, including scheduling appointments, setting reminders, creating events, and proactively identifying and resolving scheduling conflicts.
• Actively monitor and manage the Founding Partner’s email inbox, helping to triage messages, prioritize responses, and advise on which invitations or events to accept or decline.
• Prepare the Partners for the week ahead by organizing schedules, compiling meeting materials, sending reminders, and ensuring they have all necessary information for upcoming commitments.
• Support the Operations Department with recruiting and other administrative tasks such as drafting emails, updating processes, and coordinating with third-party vendors and internal staff.
• Coordinate with the Marketing Department regarding the Partners’ speaking engagements, business development initiatives, and other relevant events.
• Maintain a high level of customer service and professionalism when communicating via phone or in person.
• Create and prepare correspondence, reports, email, and other documents.
• Manage and assist with appointment scheduling, calendar management, and mailings.
• Develop and maintain well-organized administrative files.
• Coordinate and assist with all staff meetings and events as needed.
• Plan and coordinate firm events, including networking events, formal dinners, team events, cocktail receptions, and casual happy hours to enhance team bonding, improve morale, and support business development efforts.
• Perform office set-up and clean-up as needed.
• Receive, screen, and direct telephone calls with a high level of customer service and professionalism.
• Clearly explain the firm’s service offerings to potential clients.
• Judiciously determine whether potential clients’ needs align with the firm’s service offerings and direct potential clients to Partners accordingly.
• Perform other duties as assigned by supervisors.

REQUIRED QUALIFICATIONS/SKILLS:

• Exceptional organizational abilities with a focus on detail and accuracy.
• Excellent verbal, written, and interpersonal communication skills, and ability to summarize information clearly and concisely.
• Expert proficiency with office web applications, including Google Suite (GMail, Docs, Sheets, Drive, etc.), Microsoft Office (especially Outlook, Word, PowerPoint, and Excel), and Adobe.
• Courteous and professional manner on the telephone and in person.
• Ability to listen carefully, take direction, and coordinate work with a variety of personalities.
• Ability to manage multiple projects, prioritize responsibilities, and multitask.
• Ability to work under pressure and meet deadlines.
• Ability to adapt to changing priorities, expectations, and needs in a fast-paced environment.
• Self-efficient and resourceful, yet knows how and when to ask for help from team members.
• Proactive attitude and ability to work well independently.
• Highly trustworthy and exercises a high level of discretion and confidentiality.
• Demonstrates maturity, dependability, reliability, and punctuality.
• Demonstrated self-starter.
• Highly organized and detail-oriented.
• Ability to conduct online research and knowledge of general computer operations.

DESIRED QUALIFICATIONS:

• Bachelor’s degree or a minimum of 5 years of work experience (executive assistant/or legal support in a law firm setting is a plus).
• Experience with legal assistant tasks.
• Fluency in spoken and written Spanish.

PHYSICAL REQUIREMENTS:

• Regularly required to sit for extended periods of time.
• Frequently required to use hands and fingers (including the use of computer keyboards).
• Required to use ears/voice to talk or hear (including the use of a telephone).
• Occasionally required to walk, stand, reach with hands and arms.
• May occasionally need to lift and/or move reams/boxes of printer paper weighing up to 50 pounds.

TO APPLY: Submit résumé, cover letter, and short writing samples to asalgado@prinz-lawfirm.com with subject line “Executive Assistant Application.”

COVER LETTER: In your cover letter (approx. 1 page), highlight 3 skills or experiences that demonstrate your ability to manage executives’ schedules, solve problems in a fast-paced environment, and provide professional administrative support.