Executive Assistant

$45,000 - $60,000/Yr

Unclassified - San Antonio, TX

Full-time - Mid Level

San Antonio, TX

About the position

The Executive Assistant position at our established and growing law firm is a pivotal role that serves as the right hand to the CEO. This full-time position requires a highly organized and detail-oriented individual who can manage a variety of administrative tasks while maintaining a high level of professionalism and confidentiality. The Executive Assistant will act as a liaison between the CEO and both internal staff and external stakeholders, ensuring smooth communication and efficient operations within the firm. In this role, you will be responsible for receiving and screening calls and visitors, answering inquiries with tact and diplomacy, and taking messages as needed. You will also schedule internal and external meetings, travel arrangements, appointments, and speaking engagements, ensuring that the CEO's calendar is well-organized and up-to-date. Additionally, you will compose and prepare letters and presentations, as well as prepare, reconcile, and submit expense reports, invoices, and other financial documents. Maintaining sensitive and confidential information is a critical aspect of this position, and you will support the legal staff whenever necessary. This position is based in San Antonio, TX, and requires in-office hours from Monday to Friday, 8:00 a.m. to 5:00 p.m. The ideal candidate will possess excellent verbal and written communication skills, strong analytical and problem-solving abilities, and the capacity to prioritize tasks effectively. You will need to be comfortable interacting with high-level executives and be a team player capable of cultivating productive working relationships across the firm. Experience in the legal field is a plus, but not mandatory.

Responsibilities

• Serve as a liaison and primary point of contact between the CEO and staff and the public.
• Receive and screen calls and visitors.
• Answer a variety of questions with tact and diplomacy.
• Take messages and schedule internal and external meetings, travel, appointments, and speaking engagements.
• Compose and prepare letters and presentations.
• Prepare, reconcile, and submit expense reports, invoices, accounts payable, accounts receivable, and billing.
• Maintain sensitive and confidential information.
• Support legal staff where/when necessary.

Requirements

• 3+ years of experience in supporting a senior executive or team.
• Excellent verbal and written communication skills.
• Excellent interpersonal, negotiation, and conflict resolution skills.
• Excellent organizational skills and attention to detail.
• Strong analytical and problem-solving skills.
• Proficient with Microsoft Office suite or related software.
• Proficiency with or the ability to quickly learn the organization's HRIS and Applicant Tracking System.
• Ability to prioritize tasks and delegate them when appropriate.
• Ability to act with integrity, professionalism, and confidentiality.
• Comfortable interacting with high-level executives.

Nice-to-haves

• Experience working in the legal space.