Executive Assistant to C-Suite Executives ( 3+ years Exp)

$62,000 - $72,000/Yr

Weisinger Law Firm, Pllc - San Antonio, TX

Full-time - Mid Level

San Antonio, TX

11-50 employees

Professional, Scientific, and Technical Services

About the position

At Weisinger Law Firm, PLLC, we are seeking a highly organized and proactive Executive Assistant to support both our CEO and COO. This role is crucial in ensuring the smooth operation of the executives' offices and requires a detail-oriented professional with excellent communication skills. The ideal candidate will be responsible for managing multiple tasks efficiently, demonstrating a high level of professionalism and confidentiality in all interactions. The Executive Assistant will play a key role in email management, where they will monitor and manage the executives' email inboxes, prioritizing and responding to emails as necessary. This includes drafting, proofreading, and sending emails on behalf of the executives, as well as organizing and archiving emails for easy retrieval. Calendar management is another critical responsibility, involving the scheduling and coordination of meetings, appointments, and events for the CEO and COO. The Executive Assistant will ensure that the executives are aware of their daily schedules and upcoming commitments, resolving any scheduling conflicts that may arise. In addition to administrative support, the Executive Assistant will prepare and edit correspondence, communications, presentations, and other documents. They will handle incoming and outgoing communications on behalf of the executives and maintain organized files, records, and documents. Meeting preparation is also a significant aspect of this role, which includes preparing agendas, materials, and presentations for meetings, taking and distributing minutes, and following up on action items to ensure timely completion. The Executive Assistant will coordinate and manage special projects as assigned by the CEO and COO, tracking project progress and ensuring timely completion. They will act as a point of contact between the executives and vendors or clients, assisting in the preparation of documents and client communications. Office management duties will include ensuring the smooth operation of the executives' offices, ordering and maintaining office supplies and equipment, and handling sensitive information with discretion and confidentiality. Additionally, the Executive Assistant will assist in planning and organizing company events, meetings, and conferences, coordinating logistics to ensure events run smoothly.

Responsibilities

• Monitor and manage the executives' email inboxes, prioritizing and responding to emails as necessary.
• Draft, proofread, and send emails on behalf of the executives.
• Organize and archive emails for easy retrieval.
• Schedule and coordinate meetings, appointments, and events for the CEO and COO.
• Ensure the executives are aware of their daily schedules and upcoming commitments.
• Resolve scheduling conflicts and ensure efficient time management.
• Prepare and edit correspondence, communications, presentations, and other documents.
• Handle incoming and outgoing communications on behalf of the executives.
• Maintain and organize files, records, and documents.
• Prepare agendas, materials, and presentations for meetings.
• Take and distribute minutes during meetings.
• Follow up on action items and ensure timely completion.
• Coordinate and manage special projects as assigned by the CEO and COO.
• Track project progress and ensure timely completion.
• Act as a point of contact between the executives and vendors or clients.
• Assist in the preparation of documents and client communications.
• Ensure the smooth operation of the executives' offices.
• Order and maintain office supplies and equipment.
• Handle sensitive information with the utmost discretion and confidentiality.
• Assist in planning and organizing company events, meetings, and conferences.
• Coordinate logistics and ensure events run smoothly.

Requirements

• Bachelor's degree in Business Administration, Communications, IT Administration or similar degree.
• Minimum of 3-5 years of experience as an Executive Assistant supporting a C-Suite Executive.
• Strong organizational and time management skills.
• Excellent written and verbal communication skills.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Ability to work independently and as part of a team.
• High level of professionalism and confidentiality.

Nice-to-haves

• Experience in vendor management.

Benefits

• 401(k) with 3% Match
• Dental insurance
• Health insurance
• Life insurance
• Paid holidays
• Paid time off (PTO)
• Parental leave
• Professional development assistance
• Tuition reimbursement