Executive Assistant at Prime Headhunting & Recruiting, Inc. in Sarasota, Florida, United States

Job description

• Executive Assistant to Managing Partner of a Law Firm
• We are an Executive Search Firm posting on behalf of a highly reputable law firm based in Sarasota, FL. This is a full-time, in-office position, offering an exciting opportunity for an experienced Executive Assistant to support the Managing Partner of the firm. The law firm has been serving the Florida community for over 35 years, with a strong reputation for building long-term relationships and providing comprehensive legal solutions across various practice areas, including Estate Planning, Probate, Trust Administration, Elder Law, Real Estate, and Business Law. The firm upholds the highest ethical standards and is committed to excellence in all client relationships.
• Position Overview: The Executive Assistant will work directly with the Managing Partner, providing key administrative, office management, and legal support. The primary responsibilities include managing the Managing Partners calendar, email account, processing and creating legal files, updating the firms CRM system, following up with unpaid clients, and ensuring the smooth day-to-day operations of the office. The role requires strong organizational skills, attention to detail, and a highly ethical, trustworthy individual capable of handling sensitive and confidential information. Additionally, the ideal candidate must approach client interactions with empathy and discretion.

Responsibilities

• Manage and maintain the Managing Partners calendar, including scheduling internal and external meetings.
• Manage the Managing Partners email account, ensuring timely responses and prioritizing correspondence.
• Process and create legal files, ensuring accuracy and timely updates in the firm's systems.
• Input and manage client information in the firms CRM system.
• Follow up with unpaid clients and assist with collections.
• Manage office operations, including coordinating supplies, equipment, and vendor relationships.
• Oversee general office functions to ensure an efficient and professional environment.
• Answer basic legal questions related to the firms practice areas, with training provided if necessary.
• Familiarity with PC Law software is a plus.
• Handle confidential information and manage sensitive client interactions with empathy.
• Assist with other administrative tasks as needed.

Requirements

• Previous experience in a law firm is strongly preferred, though candidates with strong adaptability and relevant experience in high-demand environments are encouraged to apply.
• Proficiency in managing calendars, legal documentation, office management, and client information.
• Experience managing email accounts for executives, including prioritizing communications.
• Strong organizational skills and the ability to manage multiple tasks efficiently.
• High ethical standards and trustworthiness in handling confidential information.
• Empathy and discretion in client interactions.
• Experience with CRM software and PC Law (preferred but not required).
• Excellent communication skills, both written and verbal.
• Ability to work independently and handle confidential information with discretion.

Skills

Required

• Proficiency in managing calendars
• Legal documentation
• Office management
• Client information management
• Strong organizational skills
• High ethical standards
• Ability to work independently

Preferred

• Experience with CRM software
• PC Law software

Benefits

• Annual salary based on experience, in the range of $70,000-$90,000.
• Discretionary bonuses and raises.
• Paid vacation, sick time, and holidays.
• 401K with 4% matching.
• Health insurance.
• Free on-site parking.