EXECUTIVE ASSISTANT NEEDED
Our firm is a dynamic, fast-growing, small law firm that helps entrepreneurs and creatives become successful. The Executive Assistant will play a very important role by supporting the Owner across firm, personal, and other professional projects. Basic duties are as follows:
Organize and upkeep the office and home-office, including refining and improving organizational systems and procedures;
Prepare financial statements, reports, memos, and other documents;
Assist with logging and reviewing expenses, paying invoices, making deposits, and withdrawing cash;
File and retrieve corporate records, documents, and reports;
Research and prepare documents for review and presentation by owner and team;
Prepare for client, collaborator and team meetings;
Accurately record minutes from meetings;
Greet and welcoming visitors;
Open, sort, distribute and send mail, faxes, emails, packages, and other correspondence;
Read and analyze incoming memos, submissions, and maintaining the file management system;
Communicate with other parties to schedule appointments, events, and activities;
Schedule meetings, phone calls, and book and facilitate travel;
Coordinate repairs of equipment;
Troubleshoot technology issues;
Provide general administrative support.
We are looking for an “A+” player with the professionalism and talent to help us grow our business and improve our systems. The person we hire must bring energy, positivity, and a “can-do” attitude to work every day. You must be an optimistic, positive person. Collaboration is a very big deal here. We believe in a team approach, where you can ask for help when you need it without fear of being judged. At times, you will also need to know how to figure things out on your own and be able to creatively solve problems and come up with solutions. You must be able to think on your feet, manage your time, and make smart decisions. We are looking for a person who is not afraid to ask questions and takes the time the to understand the why of their work.
Because you will work on a broad range of both personal and firm related tasks, we need an Executive Assistant who is conscientious and trustworthy. You absolutely must be able to demonstrate that you have experience meeting deadlines and adapting to changing priorities. If your parents had to remind you to do your homework, or you are used to a lot of reminders about due dates, you will probably not be successful in this role.
We need someone ruthlessly detail-focused who will consistently and reliably meet our standards for quality. You don’t need to be a mathematician, but if numbers make you nervous, you will struggle here. If you do not know (or care) about whether to use there, their, or they’re, then you are not going to be successful here. Typos are not acceptable. When it comes to research, we expect you to be both thorough and efficient.
You must be proficient in Microsoft Office, be able to manage multiple calendars, and learn how to use our project management applications. Experience with QuickBooks, Adobe products, and Wunderlist or similar Project Management platforms are all pluses.
At least 2-5 years of experience in a key support staff role is required, ideally assisting a creative or business owner. The Executive Assistant most likely completed a bachelor’s degree in business administration, pre-law, psychology, philosophy, or media studies.
This is a full-time job where you are expected to manage your own projects, so you absolutely must be able to work *in the office* for 40 hours per week.
With regard to compensation, it is negotiable based upon experience and is subject to review after 180 days. There is an opportunity for bonus compensation for those who can demonstrate their profitability. If we succeed, you will too.
To put it simply, we want you to do good work and grow with us. We want people on our team who have a genuine interest in improving systems and excitement for taking charge of organizational projects. Think you have what it takes to be our next Executive Assistant? If this sounds like a good fit for you, you will need to complete the steps specified below in order to be considered. If these requirements are not completed, you will not get a response from our hiring team.
APPLICATIONS THAT DO NOT FOLLOW INSTRUCTIONS WILL NOT BE CONSIDERED.
If this exciting opportunity appeals to you, please follow the instructions listed below.
Prepare a cover letter with no more than 3 paragraphs and a closing sentence. In the first paragraph, explain what you believe are the 3 most important qualities needed in an Executive Assistant and why you believe they are the most important qualities. In the second paragraph, explain why you applied to this particular ad. In the last paragraph of your cover letter, tell us what you liked about our ad and what you did not like about our ad. You can be honest. We will not hold it against you. As a closing sentence please write, “I have read the instructions contained in the job posting and have followed the instructions.”
Do not send your resume through this website. Email your resume and cover letter in PDF format to firstname.lastname@example.org. In the Subject Line, type your last name followed by a space and a vertical bar “|,” the position you are applying to, and one adjective to describe you, all in Title Case. E.g., Smith | Executive Assistant Awesome.
We look forward to reviewing your application.
Thank you for taking the time to read this entire ad. If you decide to apply by following our instructions, we look forward to following up with you.