Executive Administrative Assistant

$41,600 - $52,000/Yr

Unclassified - Stockton, CA

Full-time - Entry Level

Stockton, CA

About the position

The Executive Administrative Assistant at Aguilar Justice Center is a pivotal role designed to provide high-level administrative support to the firm. This position requires a self-motivated, diligent, and attentive individual who is eager to contribute to a fast-growing company that represents the people. The ideal candidate will be responsible for coordinating and maintaining time-sensitive and strategic tasks assigned by the staff, ensuring that the firm operates at its optimum level. Key qualities sought in the candidate include integrity, flexibility, accountability, adaptability, and a focused mindset. The role demands proficiency in various digital tools, including CLIO and virtual meeting platforms like Zoom, alongside strong word processing skills. In this position, the Executive Administrative Assistant will manage complex schedules, including both professional and personal calendars, and will be responsible for making travel arrangements. The assistant will prioritize conflicting needs, handle matters expeditiously, and follow through on projects to successful completion. Daily responsibilities will include assessing and circulating the daily schedule, keeping staff informed of engagements, answering and screening telephone calls and emails, and communicating directly with clients and other law offices on behalf of the staff. The role also involves drafting acknowledgment letters, managing office supplies, and filing documents with court offices. The candidate will be evaluated based on their ability to follow instructions and will need to submit an updated resume along with a summary of their top three professional successes to apply.

Responsibilities

• Managing complex schedules including professional and personal calendars and travel arrangements.
• Prioritizing conflicting needs and handling matters expeditiously.
• Assessing and circulating the daily schedule and keeping staff informed of engagements.
• Answering telephone calls, screening and logging calls, and taking messages.
• Answering emails, screening and logging emails, and setting tasks.
• Communicating directly with clients and other law offices on behalf of the staff.
• Sending and receiving payments.
• Drafting acknowledgment letters and correspondences.
• Managing office supplies.
• Filing documents with the court offices.

Requirements

• High school diploma or GED required; college degree preferred.
• Bilingual preferred but not required.
• Proficiency in Microsoft Word, Excel, PowerPoint, and Outlook.
• Experience using CLIO and virtual meeting platforms like Zoom.
• Strong oral and written communication skills.
• Ability to handle sensitive information with discretion.
• Excellent problem-solving and organizational skills.
• Professional demeanor and respect for confidentiality and security protocols.
• Polished presentation skills with the ability to react to situations in a timely and professional manner.
• Ability to exercise good judgment and follow instructions.
• Self-starter with the ability to identify opportunities for improvement.

Nice-to-haves

• Experience in a family law firm environment.
• Familiarity with Canva and other digital tools.

Benefits

• Health insurance
• Dental insurance
• 401(k)
• Two-weeks Paid Time Off
• All court holidays off
• Five sick days