Legal Operations & Executive Administrative Assistant (Tampa)

Description

Legal Operations & Executive Administrative Assistant (Part Time, On-Premise)

Are you a highly organized, proactive, detail-oriented task master who wants to work in an environment where those skills are appreciated? You'll be responsible for assisting the managing attorney with administrative duties such as documenting law office procedures, maintaining and closing client files, supporting law office operations, and organizing chaos. If you love the idea of stepping into a versatile role at a tech-savvy law firm and have the vision to see beyond a to-do list and anticipate needs, then this is the job for you.

You'll need to have strong skills with Microsoft Office products, superb organization skills, experience working with a busy executive, and preferably some experience working in a small law office environment or another small business. More importantly, you'll need to have a passion for continual improvement and the desire to make an impact with your work. This is a part-time position that requires you to be on-site in our Tampa office.

At Melnik Legal, we hire talented people based on their accomplishments, intellectual curiosity, and a strong alignment with our Core Values. Does this describe you :

• Quality is Job #1 : I always strive for the best result through superior effort. I embrace the measure twice, cut once principle.
• I Own It : I act with integrity. I reject a that's not my job mentality. I pitch in, help out, and solve problems collaboratively. I do whatever it takes to get the job done.
• Mistakes to Mastery : I know mistakes happen. When they do, I acknowledge and learn from them. I pursue growth and learning daily.
• Positive and Professional : I cannot always control what happens. I can and will control how I respond. I always strive to have a positive mindset.
• 1% Rule : I am always looking for ways for the firm to improve. I embrace change.
• Excellent Client Experience : At the conclusion of the engagement, the client will return to us for future legal assistance and confidently refer their colleagues.

At Melnik Legal, we care about you succeeding at our firm. In order for Melnik Legal to understand your skill levels and personality, we ask all candidates to take a skills and personality assessment . If you are not willing to take this assessment as part of your application process, please do not apply.

Responsibilities

Become a trusted collaborator with the attorney to understand the attorney's practice and leverage resources to remove administrative tasks from the attorney's plate.

Have the vision to see beyond a to-do list and anticipate needs.

Take ownership of multiple projects with shrewd attention to detail, and have the accountability to follow through.

Document and improve existing procedures and processes, and create procedures and processes as needed. (We use SharePoint as a KB.)

Prepare and electronically distribute invoices to clients.

Prepare engagement letters.

Review and proofread correspondence and documents.

Create and edit documents, including redlining changes and appropriately formatting and proofreading for grammar, spelling, and punctuation.

Manipulate PDF documents, including reorganizing content on a PDF page. (We use Adobe Acrobat Pro.)

Assist with scheduling, managing deadlines, task management, and follow up on outstanding tasks and document status in the Firm's practice management solution. (We use PracticeMaster.)

Maintain accurate records in and close client files using the Firm's practice management solution. (We use PracticeMaster.)

Other assistant and operations duties as assigned.

Qualifications

Understand and respect strict confidentiality requirements and obligations.

Comfortable working in a small law office, directly with the managing attorney.

Gain energy from learning and tackling new tasks.

Be agile when faced with frequently changing needs, which will require proficiency in time management, project management, organization, and communication skills.

Strong experience with Microsoft Office products (Outlook, Word, Excel, PowerPoint, and Teams), M365, and Adobe Acrobat.

Excellent written and verbal communication skills to effectively convey information, strong grammar knowledge, and proficiency in proofreading with a keen eye for detail.

5+ years as an assistant, executive assistant, or in a position performing supportive duties.

A glass-half-full outlook and a positive and professional demeanor.

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