EXECUTIVE ASSISTANT

Are you a meticulous organizer, adept at managing complex schedules and ensuring seamless operations in a dynamic legal environment?

Do you excel at providing top-tier administrative support, enabling executives to focus on strategic initiatives and visionary leadership?

Can you efficiently coordinate between various departments, ensuring effective communication and smooth workflow across the firm?

Is your approach to executive support characterized by strategic thinking, impeccable attention to detail, and proactive problem-solving?

Final question : When faced with a challenge, do you get excited or run away?

IMPORTANT : TO APPLY

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• To Apply : Submit your application by clicking the Apply button and applying on the Crisp Recruit page that opens.

RECRUITERS DO NOT CONTACT

Sam Aguiar Injury Lawyers stands as a beacon of justice in Kentucky's personal injury legal landscape, advocating for individuals harmed by negligence.

With offices in Louisville and Lexington, we provide comprehensive legal support across the state. Our practice areas include Car Accidents, Truck Accidents, Motorcycle Accidents, Wrongful Death, Slip and Fall, Dog Bites, and Workers' Compensation.

We pride ourselves on a team-based approach, offering extensive support and manageable caseloads for better client outcomes.

As our firm continues to grow and expand its impact, we are seeking an exceptional Executive Assistant to support Sam in his leadership role.

This position is critical to maintaining the efficiency and effectiveness of our operations, allowing Sam to focus on strategic initiatives and visionary leadership.

The ideal candidate will possess outstanding organizational skills, the ability to manage complex schedules, and the proficiency to handle a variety of administrative tasks with precision.

The Executive Assistant will be a key player in our team, ensuring smooth communication across departments, managing Sam's calendar, and providing essential support to enable our continued success.

This role offers a unique opportunity to be part of a dynamic and dedicated legal team, contributing to our mission of providing outstanding client service and achieving justice for those we represent.

What You'll Do :

Executive Support : Manage Sam's schedule and handle all communications, ensuring nothing is overlooked. Optimize his calendar, block time for essential tasks and appointments (both personal and professional), and ensure timely information exchange between Sam and the team.

Help Sam prepare for meetings by providing necessary materials and briefings in advance. Take minutes during meetings and set up AI tools to generate meeting summaries for review.

Organize and reconcile his purchases and expenses, manage files and documents, assist with sending thank-you cards and other personalized correspondence, and help with keeping Sam's office organized.

Handle personal errands, such as dry-cleaner runs and making store trips, and order and send out gifts for personal and professional occasions.

Review and update to-do lists, and remind Sam of important milestones such as employee birthdays, anniversaries, and other key events.

Administrative and Operational Duties : Collect and manage data from all departments, oversee coordination of podcast speakers, and ensure timely, accurate reporting for Sam.

Manage office tasks, such as scheduling important meetings and ensuring snacks, drinks, and supplies are stocked.

Communication Management : Handle incoming and outgoing communications, including emails and phone calls, ensuring all correspondences are addressed.

Maintain and optimize Sam's calendar, efficiently managing his commitments and strategically blocking time for essential tasks.

Ensure timely exchange of information and updates, helping maintain alignment on case strategies and client interactions.

Spot important emails and issues, especially for legal matters, and bring them to Sam's attention for timely action.

Accountability Support : Take minutes during meetings and track action items, due dates, and owners, helping Sam and team members follow through on their commitments.

Assist in holding the team accountable by following up on task completion and project deadlines, ensuring nothing is overlooked.

Travel Coordination : Manage all aspects of travel arrangements, including booking flights, hotels, and transportation.

Ensure all travel details align with Sam's schedule and preferences, providing seamless logistical support before, during, and after travel to ensure efficiency and comfort..

Client Engagement and Marketing Assistance : Collaborate with marketing staff on various initiatives aimed at optimizing client interactions, engagement, and community outreach.

Assist in organizing and executing marketing events, coordinating community outreach efforts, and supporting other marketing activities such as filming content, preparing materials, and ensuring smooth execution of campaigns.

• Research : Conduct ad hoc research related to active cases or other matters at Sam's request, ensuring he has all the information needed to make informed decisions.
• Supporting the Visionary : Providing governance and oversight in relation to Sam's vision / purpose - acting as an extension of the owner - you're the auditing arm of Operations.

What We're Looking For :

• Experience : At least 3+ years in executive support roles, particularly valuing those with experience in the legal sector.
• Technical Skills : Proficiency in Microsoft Office Suite (SharePoint, Word, Excel, PowerPoint, Outlook), virtual meeting tools like Zoom, and collaboration and file management tools such as Google Drive and DropBox.

Familiarity with case management software such as FileVine, and data analytics and business intelligence tools such as Domo and / or PowerBI is a plus.

Proactivity and Organization : A perfectionist and organizational expert who excels at eliminating clutter. The ideal candidate enjoys keeping both physical office files and digital files organized.

They take initiative, actively seeking out tasks and responsibilities without waiting for directives. With exceptional attention to detail, they save and organize everything, ensuring all materials are easily accessible when needed.

• Proactivity : Actively seek out additional tasks and responsibilities, particularly when Sam is occupied with other items.
• Communication Skills : Outstanding verbal and written communication abilities for managing correspondence, preparing reports, and effective interaction with staff, clients, and other stakeholders.
• Organizational Skills : Exceptional ability to manage multiple tasks and projects with high attention to detail.
• Problem-Solving Skills : Ability to think critically and solve new problems efficiently, especially when managing complex schedules or handling unexpected issues.
• Professional Attributes : Dynamic, approachable, cooperative, and thrives on engaging directly with challenges.
• Discretion and Confidentiality : Given the sensitive nature of the information handled, discretion and the ability to maintain confidentiality are paramount.

Why You Should Work Here :

• Purpose-Driven and Reputable : Focused on justice and integrity, protecting clients from bad lawyers and being the real deal.
• Innovative and Expanding : Nine dynamic locations across multiple states, providing a supportive environment to translate visions into tangible results.
• Collaborative and Impactful : A culture that values leadership and strategic insights, offering opportunities to shape the firm's direction and enhance client experiences.
• Professional Growth : Attend high-level industry conferences, implement innovative solutions, and work with a dynamic team committed to excellence, leaving a lasting impact on the firm's legacy.

Benefits and Perks :

• Highly Competitive Compensation : We value talent and offer a highly competitive compensation package to attract and retain the best professionals in the industry.
• Professional Growth Opportunities : Engage in continuous professional development with opportunities to lead significant projects and expand your expertise in a supportive environment.
• Benefits : We offer paid healthcare, 401K matching, plenty of vacation time. A relaxed collaborative culture!

At Sam Aguiar Injury Lawyers, your role as Executive Assistant is not merely about administrative support; it's about crafting a journey that is both transformational and empathetic.

Your expertise and dedication will be the foundation upon which our clients build their trust in us, turning their legal challenges into victories marked by dignity and respect.

Your work is essential to our ethos, intertwining meticulous strategy with a deep commitment to client service, paving the way for exceptional legal outcomes and profound client relationships.

By embracing this role, you join a voyage defined by constant evolution, leadership, and innovation. As a vital member of our team, your contributions are celebrated, and each achievement is seen as an integral part of our collective mission.

At Sam Aguiar Injury Lawyers, we don't just practice law; we create legacies of justice and empathy. Your role is an extraordinary chance to leave a lasting impact, to contribute to a firm that leads in client advocacy, and to be part of a culture that treasures innovation, compassion, and excellence.

We invite you to be part of our relentless quest for justice, becoming a key figure in a team that doesn't just navigate the legal field but also transforms lives and communities.

Join us, and be a part of a journey that transcends the ordinary, where your career and passion converge to make a real difference.