Executive Administrative Assistant
On-siteMiami, Florida, United States
Job Summary
Manage and prioritize a high-volume executive inbox, ensuring emails are addressed, delegated, or responded to in a timely manner. Review incoming communications, route requests to appropriate departments, and track progress to completion. Maintain the executive calendar, scheduling internal and external meetings while resolving conflicts and optimizing availability. Coordinate the recruiting pipeline, including tracking prospective lateral attorneys, practice groups, interviews, follow-up items, and onboarding milestones. Monitor the status of incoming groups and office launches to ensure all departments remain on schedule and action items are completed. Prepare, run, and distribute simple operational and financial reports using Excel and internal systems. Coordinate communication between executive leadership and departments including Human Resources, Finance, IT, Operations, Marketing, and Recruiting. Maintain trackers, dashboards, and spreadsheets to monitor projects, recruiting activity, and operational initiatives. Anticipate needs, identify potential issues before they arise, and proactively recommend solutions.
Required Qualifications
- 3+ years of experience supporting senior executives or leadership teams
- Exceptional written and verbal communication skills
- Strong organizational skills with the ability to manage multiple priorities simultaneously
- Excellent judgment and discretion when handling confidential information
- Ability to work independently with minimal supervision
- Strong follow-through and accountability
- Advanced proficiency in Microsoft Outlook, Excel, Word, and Teams
- Experience managing executive calendars and email correspondence
- Comfortable learning new software and internal systems
Desired Qualifications
- Experience in a law firm or other professional services environment
- Experience coordinating recruiting, onboarding, or project management initiatives
- Familiarity with CRM or applicant tracking systems
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