
Senior Administrative Coordinator
5 days ago
This role involves providing administrative support to the Chief Executive Officer (CEO) in a fast-paced and dynamic environment.
Main Responsibilities:
- Manage the CEO's calendar, ensuring timely and efficient organization of meetings, appointments, and tasks.
- Oversee email inbox management, triage messages, draft responses, prioritize communication, and track follow-ups.
- Prepare and maintain firm-wide legal, HR, and executive documents, including onboarding materials for new hires, current job descriptions across departments, and firm-wide policies, systems, and procedures (PSPs).
- Maintain confidential digital files and folders in a secure and organized structure.
- Ensure compliance tracking for attorney licensing, bar memberships, malpractice insurance, vendor payments, and annual firm obligations.
- Liaise with the bookkeeper for monthly payroll for W-2 and contract team members, invoicing support and internal financial communications, and monitoring budget and cash flow visibility.
- Execute special projects and follow-through tasks assigned by the CEO.
- Coordinate cross-functional priorities with team leads and attorneys.
- Schedule internal strategy sessions, performance check-ins, and departmental updates.
- Compile weekly operational reports for the CEO—firm KPIs, staffing, open tasks, cash position, etc., by coordinating with team leads.
- Lead assigned initiatives or pilots by the CEO.
- Support tool research and implementation projects.
- Collaborate with part-time assistants or external vendors under CEO direction.
- Track firm subscriptions, legal software renewals, and contract obligations.
- Maintain master records of vendor contacts, payment terms, and key renewals.
- Plan internal events (virtual or in-person), gifts, and special announcements as needed.
Requirements:
- Bachelor's Degree
- 3+ years of proven experience as an Executive Assistant, or in a similar administrative role supporting senior leadership. Experience in a law firm will be highly regarded.
- Excellent skills in Excel; ability to create reports, charts, graphs, including reporting tools.
- Excellent project management skills; ensuring projects are met from conception to completion.
- Ability to influence and make sound judgement decisions.
- Team player with the ability to influence others in making ethical and sound decisions.
- Excellent communication skills, especially in client-facing interactions and cross-functional collaboration.
- Highly organized and detail-oriented with strong time management and prioritization skills.
- High level of confidentiality and discretion
- Self-motivated and comfortable working autonomously in a remote setting.
- Available to work during US business hours | Monday-Friday
- Basic bookkeeping.
Why Join Us?
We are a dynamic and growing law firm seeking a highly skilled and experienced Executive Assistant to join our team. As an Executive Assistant, you will play a critical role in supporting the CEO and contributing to the success of our firm.
About the Role:
This is an excellent opportunity for an ambitious and results-driven individual who is looking to take their career to the next level. If you are a highly organized and proactive person with exceptional communication and interpersonal skills, we encourage you to apply.
What We Offer:
- A competitive salary and benefits package.
- A dynamic and supportive work environment.
- The opportunity to work with a talented and dedicated team.
- Professional development and growth opportunities.
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