Executive Assistant

About the Role

We are seeking a highly organized and proactive Legal Executive Assistant to support our senior legal executives. In this role, you will play a pivotal part in ensuring smooth operations by managing schedules, coordinating events, and handling administrative tasks with a keen eye for detail and confidentiality. The ideal candidate thrives in a fast-paced legal environment, excels at multitasking, and brings a blend of administrative expertise and creative problem-solving to enhance executive productivity.

Key Responsibilities:

• Maintain and optimize executive calendars, including scheduling meetings, appointments, and travel arrangements while anticipating conflicts and prioritizing tasks.
• Plan and execute internal and external events, such as client dinners, team-building activities, conferences, and firm-wide gatherings, from venue selection to logistics and follow-up.
• Procure thoughtful gifts for clients, partners, and team members, ensuring alignment with company policies, budgets, and cultural sensitivities.
• Prepare agendas, briefing materials, presentations, and reports in advance of meetings
• Screen and prioritize emails, calls, and correspondence
• Track key initiatives, deadlines, and follow-ups on behalf of the executive
• Ensure seamless logistics for off-site meetings, conferences, and events
• Handle confidential information with utmost discretion, including managing sensitive client files and executive communications.
• Liaise with internal departments (e.g., HR, finance) and external vendors to streamline operations and resolve issues efficiently.
• Provide general office support, such as expense tracking, supply management, and ad-hoc projects to keep the team running smoothly.

Qualifications:

• Bilingual (Spanish proficiency)
• 3+ years of experience as an executive assistant, preferably in a legal or professional services setting.
• Proven track record in event planning, with experience managing budgets and vendor relationships.
• Strong organizational skills with proficiency in tools like Microsoft Office Suite (Word, Excel, Outlook), Google Workspace, and calendar management software (e.g., Calendly or similar).
• Excellent communication skills, both written and verbal, with the ability to interact professionally with high-level executives and clients.
• Ability to procure items efficiently, with a creative flair for selecting appropriate gifts.
• Familiarity with legal terminology and processes is a plus.
• High level of integrity, attention to detail, and the ability to work independently under pressure.
• Willingness to occasionally work outside standard hours for events or deadlines.

What We Offer:

• Competitive salary range based on experience.
• Comprehensive benefits package, PTO and professional development opportunities.
• A collaborative work environment with opportunities for growth.

www.hildasibrian.com