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As a lifestyle company, we ensure that everybody working here has a fantastic time, which is why we’ve earned the Great Place to Work Certification every year since 2022!

Job Description:

Join Job Duck as an Executive Assistant I and play a key role in supporting legal operations, administrative coordination, and attorney productivity. This position is ideal for a highly organized professional who enjoys managing processes, maintaining accurate records, and ensuring that critical administrative functions run smoothly. You will work closely with Senior Attorneys, support client communications, coordinate internal initiatives, and help maintain efficient workflows across POD 2.

Success in this role requires strong attention to detail, excellent communication skills, and the ability to manage multiple priorities in a collaborative environment. If you thrive in a fast paced environment and take pride in keeping teams organized and supported, this opportunity may be a great fit for you.

•Monthly compensation: 1100 USD

Responsibilities include, but are not limited to:

Ensure all new client files are properly established, organized, and contain required folders and documentation

Send meeting reminders and related communications to attorneys, clients, and team members

Coordinate the assignment of new matters to Senior Attorneys based on established POD 2 procedures

Provide administrative coverage during the Primary Assistant's absence

Assist attorneys and Marketing with the timely execution of marketing initiatives

Serve as the primary administrative liaison between POD 2 attorneys and the Marketing Department

Create presentations and supporting materials as needed

Coordinate administrative meetings for Senior Attorneys, including scheduling, invitations, and logistical arrangements

Prepare, coordinate, and distribute welcome communications to new clients

Coordinate administrative matter closing procedures and ensure all required closing steps are completed

Support operational efficiency and maintain adherence to established administrative procedures

Coordinate the collection, organization, and submission of attorney marketing content

Manage CR's calendar and coordinate scheduling needs during coverage periods

Prepare consultation notes and maintain accurate records when providing coverage support

Provide new POD 2 team members with an overview of POD structure, procedures, and available resources

Collaborate on updates and revisions to the Litigation POD 2 Policy Manual

Prepare and send client preservation letters in accordance with established procedures and attorney direction

Requirements:

Experience providing administrative support in a professional services or legal environment preferred

Strong organizational and time management skills

Ability to handle confidential information with professionalism and discretion

Excellent written and verbal communication skills

Ability to coordinate multiple projects and deadlines simultaneously

Experience managing calendars, meetings, and administrative workflows

Comfortable working independently while collaborating with cross functional teams

Proficiency with Microsoft Office Suite, including Word, Outlook, PowerPoint, and Excel

Experience with document management systems and file organization processes preferred

Experience coordinating presentations and administrative communications

• Administrative Support

• File Management

• Matter Coordination

• Calendar Management

• Client Communication

• Meeting Coordination

• Legal Administrative Support

• Documentation Management

• Process Coordination

• Presentation Creation

• Marketing Coordination

• Attention to Detail

• Professional Communication

• Organization Skills

• Time Management

• Multitasking

• Team Collaboration

• Adaptability

• Confidentiality

• Problem Solving

• Reliability

• Initiative

Work Shift:

8:30 AM - 5:30 PM [EST][EDT] (United States of America)

Languages:

English, Spanish

Ready to dive in? Apply now and make sure to follow all the instructions! 

Our application process involves multiple stages, and submitting your application is just the first step. Every candidate must successfully pass each stage to move forward in the process.

Please keep an eye on your email and WhatsApp for the next steps. A recruiter will be assigned to guide you through the application process. Be sure to check your spam folder as well.

Job Duck

V101- Executive Assistant I

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