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A global law firm seeks a Legal Executive Assistant to join their team in Miami.
Hours: 9:00 am – 5:00 pm ET
Schedule: Hybrid after 60 days of employment – two days remote
They are seeking a highly organized, proactive, and discreet Executive Assistant to provide high-level executive support to a high-volume partner and coordinate closely with his team. The ideal candidate thrives in a fast-paced Big Law environment, demonstrates exceptional judgment, anticipates needs before they arise, and ensures the seamless management of all executive-level priorities.
Responsibilities include:
- Manage the partner’s calendar, schedule meetings, and coordinate internal and external appointments, including client meetings, conferences, depositions, and court appearances.
- Arrange logistics for meetings, hearings, and trial preparations, including catering, transportation, and exhibit delivery.
- Coordinate travel arrangements, including flights, accommodations, ground transportation, and itineraries.
- Process invoices, check requests, and other expense reimbursements on behalf of the partner.
- Maintain and organize electronic and physical filing systems, including docket management, correspondence, pleadings, and discovery materials.
- Manage mail, package deliveries, and other administrative tasks to ensure smooth office operations.
- Coordinate with court reporters, videographers, and other service providers as needed.
- Assist attorneys with billing and time entry, ensuring accuracy and timely submission.
- Serve as a point of contact for internal and external stakeholders, demonstrating professionalism and discretion.
- Support other team members on special projects or administrative needs as required.
Requirements:
- Minimum of 3 years’ experience as an executive assistant, legal secretary, or paralegal in a high-pressure legal environment, preferably in Big Law – Bachelor’s degree preferred
- Strong judgment, discretion, and communication skills; proven ability to handle sensitive information
- Excellent proficiency in Microsoft Office programs
- Highly organized, detail-oriented, and able to balance shifting priorities
- Collaborative and adaptable in fast-paced, high-pressure environments
- Regular overtime required, including evenings and weekends during trial preparation or time-sensitive projects
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