Entry Level - Executive Assistant

Bilingual- Entry Level Executive Assistant

Location : Tulsa, OK On-site

About Us :

At Rivas & Associates, we pride ourselves on providing personalized legal services in a dynamic and collaborative environment.

As a growing law firm, we value professionalism, efficiency, and exceptional client service. We are seeking a talented and highly organized Bilingual - Entry Level Executive Assistant ( English / Spanish) to join our team and provide comprehensive administrative support.

Job Overview :

The Executive Assistant will play a critical role in ensuring the smooth operation of the firm by managing various administrative tasks.

The ideal candidate will have a strong background in administrative support, excellent organizational skills, and the ability to manage multiple priorities in a fast-paced legal environment.

This position is perfect for someone who is proactive, detail-oriented, and enjoys working in a close-knit team.

Key Responsibilities :

• Administrative Support : Provide high-level administrative assistance to senior attorneys and the management team, including calendar management, appointment scheduling, and daily coordination.
• Client Interaction : Serve as a point of contact for clients, responding to inquiries, scheduling meetings, and ensuring clients' needs are met in a timely manner.
• Document Management : Prepare, proofread, and file legal documents, correspondence, and reports. Maintain and organize both physical and electronic files in compliance with firm policies.
• Office Management : Handle office supplies, equipment, and vendors. Ensure the office is well-maintained and that day-to-day operations run smoothly.
• Billing and Invoicing : Assist with billing, invoicing, and timekeeping for attorneys, ensuring accuracy and timeliness.
• Travel Coordination : Arrange travel, accommodations, and logistics for attorneys and clients as needed.
• Research and Special Projects : Conduct research as needed, including legal research and administrative tasks. Assist in special projects as requested by the managing partner.
• Confidentiality : Maintain confidentiality and discretion in all client and firm-related matters.

Required Qualifications :

• Proven experience as an Executive Assistant or in a similar administrative role, ideally within a law firm or professional services environment.
• Strong organizational skills and the ability to manage multiple tasks efficiently in a fast-paced environment.
• Exceptional written and verbal communication skills. ( English and Spanish)
• Teck savvy - Proficiency in Google or Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and legal management software (e.

g., Clio, PracticePanther, or similar).

• Strong attention to detail and the ability to work independently.
• Professional demeanor with the ability to interact effectively with clients, attorneys, and other staff members.
• Ability to handle sensitive and confidential information with discretion.
• Strong communication skills ( in both English & Spanish)

Preferred Qualifications :

• Previous experience in a law firm environment is preferred but not required.
• Experience with timekeeping and billing software is a plus.
• Knowledge of legal terminology and processes is advantageous.

Personal Attributes :

• Self-motivated, with a proactive approach to identifying and solving problems.
• Flexible and adaptable, with the ability to manage competing priorities.
• A team player who is also capable of working independently.
• A positive, can-do attitude with excellent interpersonal skills.

Compensation and Benefits :

• Competitive salary based on experience.
• Health, dental, and vision insurance.
• Paid time off (PTO) and holidays.
• Professional development opportunities.
• Collaborative and supportive team environment.

Background check is required

Notice :

This position is a direct hire. We are not partnering with any third-party staffing agencies or third-party recruiters for this role.

Any candidates submitted by any third party will not be considered. Rivas & Associates will not be responsible for any fees regarding unsolicited candidates.

Equal Opportunity Employer Statement :

Rivas & Associates is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.