Job Title: Personal Assistant
Reports To: Founder & Trial Attorney
Position Summary
The Personal Assistant provides comprehensive executive, administrative, and personal support to the Founder of the law firm. This trusted professional serves as a strategic partner by managing schedules, communications, travel, confidential information, and personal administrative responsibilities, enabling the Founder to focus on leadership, client service, business development, and firm growth.
This role requires exceptional judgment, discretion, organization, adaptability, and the ability to anticipate needs in a fast-paced legal environment.
Essential Duties and Responsibilities
The essential functions include, but are not limited to:
Executive Support
- Manage and maintain the Founder's complex calendar, including business meetings, court dates, speaking engagements, networking events, and personal commitments.
- Coordinate appointments and ensure efficient scheduling while anticipating conflicts and priorities.
- Screen phone calls, emails, and correspondence, responding or escalating as appropriate.
- Prepare meeting agendas, briefing materials, presentations, and follow-up action items.
- Organize and maintain confidential records and executive files.
- Assist with drafting correspondence, reports, and other professional documents.
Administrative Management
- Coordinate domestic and international travel arrangements, including transportation, lodging, itineraries, and expense reconciliation.
- Track deadlines, projects, and commitments to ensure timely completion.
- Process expense reports, invoices, reimbursements, and other administrative documentation.
- Manage office-related purchases and executive supplies.
- Liaise with attorneys, staff, clients, vendors, consultants, and business partners.
Personal Assistance
- Coordinate personal appointments and household-related services.
- Assist with personal travel planning and logistics.
- Manage personal calendars, reminders, and special events.
- Coordinate with household vendors, contractors, and service providers as requested.
- Handle personal errands and special projects while maintaining strict confidentiality.
Project Coordination
- Assist with special initiatives, business development projects, marketing events, and firm functions.
- Conduct research and compile information for executive decision-making.
- Monitor project timelines and provide status updates.
- Coordinate meetings and events from planning through execution.
Confidentiality
- Handle highly sensitive legal, financial, personnel, and personal information with the highest degree of professionalism and discretion.
- Maintain strict confidentiality regarding client matters, firm operations, and executive communications.
Required Qualifications
- Minimum of 3 years of experience supporting a C-level executive, business owner, attorney, or senior leader.
- Experience in a law firm, professional services, or executive office preferred.
- Exceptional organizational and time management skills.
- Excellent written and verbal communication skills.
- Demonstrated ability to prioritize multiple competing demands.
- High level of professionalism and emotional intelligence.
- Strong attention to detail and accuracy.
- Ability to work independently with minimal supervision.
- Proficiency with Microsoft Office Suite, Google Workspace, calendar management software, and virtual meeting platforms.
- Valid driver's license and reliable transportation may be required.
Core Competencies
- Integrity and Trust
- Confidentiality
- Professional Judgment
- Initiative
- Adaptability
- Executive Presence
- Organization and Planning
- Problem Solving
- Time Management
- Communication
- Relationship Management
- Customer Service
- Attention to Detail
- Accountability
- Flexibility
Knowledge, Skills, and Abilities
- Ability to anticipate executive needs before they arise.
- Strong decision-making and prioritization skills.
- Ability to maintain composure under pressure.
- Excellent interpersonal skills with the ability to build relationships at all organizational levels.
- Strong proofreading and document preparation skills.
- Ability to manage sensitive information with discretion.
- Strong project coordination capabilities.
- Ability to multitask while maintaining a high degree of accuracy.
Work Environment
This position primarily operates in a professional office environment with occasional remote work, as business needs permit. The role may require attendance at firm events and off-site functions.
Physical Requirements
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
The employee is regularly required to:
- Sit for extended periods.
- Use a computer and standard office equipment.
- Communicate verbally and in writing.
- Occasionally lift and carry items weighing up to 20 pounds.
- Occasionally travel locally for meetings or errands.
Work Schedule
This position generally works standard business hours. Due to the nature of executive support, occasional early mornings, evenings, weekends, or after-hours availability may be required.
Performance Expectations
Success in this role is measured by:
- Accuracy and timeliness of work.
- Effective management of executive priorities.
- Professionalism and discretion.
- Responsiveness and communication.
- Ability to anticipate needs and solve problems proactively.
- Positive collaboration with attorneys, staff, clients, and external partners.
Disclaimer
This job description is intended to describe the general nature and level of work performed by employees assigned to this position. It is not intended to be an exhaustive list of all responsibilities, duties, or qualifications. Responsibilities may change at any time based on business needs.