Executive Assistant

Position Overview:
RecruitGo is in search of an Executive Assistant who will be responsible for providing high-level administrative support to our law firm. This role focuses on assisting senior executives with scheduling, correspondence, document preparation, and office management. The Executive Assistant will ensure that the daily operations of the executives' activities run smoothly, including coordinating meetings, managing communications, and handling confidential information.

We seek someone innovative, empathetic, community-oriented, adaptable, and flexible. You should have great attention to detail, be a self-starter, and possess excellent communication skills in both written and verbal English.
 

• Manage your calendar, schedule appointments, and arrange meetings.
• Coordinate travel arrangements consistent with my preferences, including air and hotel. 
• Handle phone calls, emails, and correspondence.
• Maintain and organise digital files.
• Assist with preparing presentations and reports.
• Take notes and minutes during meetings attended by Zoom.  
• Save and store meeting minutes taken by recording using AI, such as Zoom’s feature for automated meeting notes.
• Follow up with staff on projects and other to do items committed to in meetings.
• Manage email account to minimise emails dealt with by attorney.  
• Serve as the point of contact between you and clients or vendors.
• Respond to inquiries, set appointments, and follow up on client matters.
• Ensure the smooth flow of communication between parties.
• Track billable hours and assist with client invoicing.
• Manage expense reports and reimbursements.
• Support on special projects, including event planning or office management duties.
• Handle sensitive information with confidentiality.
• Maintain discretion in all communications and operations within the office.
• Assist in prioritizing tasks and managing deadlines.
• Follow up on ongoing projects and ensure nothing falls through the cracks.
• Manage office technology, troubleshoot issues, and liaise with IT if necessary.
• Ensure the proper use and maintenance of legal and office software (e.g., billing systems, document management systems)

• Speak English, efficient computer skills, confidential, private work space.

• Work Set up: Permanent WFH
• Schedule: 40 hours a week and 8 hours per day with one (1) hour lunch break
• Diverse Challenges: Each day offers fresh opportunities and unique challenges that keep your work engaging and rewarding.
• Team Collaboration: Join forces with a supportive team, where your insights and contributions are valued.
• Inclusivity: Be part of an inclusive and diverse workplace that values your contributions. Work with the internal team to ensure timely delivery of services to clients and ensure that clients & expectations are met.