Delaware Resource Group

Executive Assistant

US-CA-Oakland
2 weeks ago
Job ID
2017-1826
# of Openings
1
Category
Legal

Overview

DRG Professional Services is currently seeking an Executive Assistant. A boutique transactional law firm, located in the beautiful Lake Merritt Plaza in Oakland, seeks an Executive Assistant to join its thriving law practice. This person will be called upon to be a trusted and accountable aid to the Principal while contributing to the Firm's overall activities and productivity by understanding and satisfactorily executing delegated responsibilities in accordance with the Firm's needs and the Principal's direction in a timely, professional and thorough manner. The Executive Assistant will be called on to serve as the point person for, and/or exercise independent judgment in, some functions in accordance with the Principal's articulated preferences and Firm culture. 

Responsibilities

The Responsibilities of this role are:

  • Conserving executive’s time by reading, researching and routing correspondence and email; drafting letters; collecting and analyzing information; initiating telecommunications;  and entering time and tracking expenses, all in the manner requested by Executive.
  • Producing and organizing information for the Executive by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data and graphics .
  • Maintaining Executive’s appointment schedule by planning and scheduling meetings, conferences, teleconferences and travel and helping Executive on track/schedule. 
  • Assisting in travel arrangements, as requested.
  • Accurately communicate information and direction from Executive to clients or team members.
  • Take and maintain meeting notes and action items.
  • Pick up, sort and distribute incoming mail. Coordinate and track the successful packaging and distribution of outbound correspondence (i.e. USPS, UPS/FedEx).
  • Maintain office and kitchen supply inventory by anticipating needs, placing orders and verifying accuracy of items received.
  • 1st point of contact for and coordinator of the Firm’s vendors for office needs and services (i.e., bookkeeper, IT consultants, Printer repair vendor, website master, insurance brokers, building maintenance, fed ex).
  • 1st point of contact for troubleshooting and maintaining, or cause to be maintained by contacting the appropriate firm vendor, for the firm’s office equipment (i.e. computers, printers, postage meters).
  • Ensure the entire office is maintained in a clean, professional, neat, and organized fashion.
  • Receiving, tending to and directing visitors and vendors.
  • Provide primary phone coverage (first, to answer inbound calls to general number).
  • Assist in editing and proofreading of documents, contracts and marketing materials.
  • Coordinate time entry for billing.
  • Handle entry of expenses into timekeeping software; proof and finalize bills.
  • Contributing to team effort by accomplishing results and tasks, as needed or requested.

 

Qualifications

 Necessary Skills and Experience:

 

Excellent attention to detail and organizational skills, and adept at managing multiple activities with varying or changing timeframes.
• Sense of urgency to address real-time needs; exhibits “can do” attitude toward work by being proactive, taking initiative and accepting accountability.
• Engaging and professional personality suitable for clients, vendors and staff.
• Strong verbal and written communication skills; clear, concise, and grammatically correct.
• Willingness to admit and correct mistakes.
• Strong work ethic and ability to work independently and in a team environment.
• Adept at handling administrative tasks such as sorting mail, and scanning and filing source documents and taking messages.
• Strong ability to produce thorough, quality work and meet timely deadlines.
• Versatility, flexibility and willingness to work effectively within constantly changing priorities with enthusiasm, positivity and professionalism.
• Ability to uphold standards of complete discretion and confidentiality.
• Versatile, flexible and willing to enthusiastically work with constant changing priorities.
• Proven ability to handle multiple projects, prioritize and meet deadlines.
• Passion for and commitment to our success.
• Advanced PC knowledge with skilled proficiency in Microsoft Office (including Outlook, Word, Powerpoint & Excel), including the track changes function and various document formatting function;

  comfortable with Adobe Acrobat and time management/billing software.

• Proven capacity to learn new software & perform internet searches.
• Excellent typing speed and rate of accuracy.

 

 

 

 

 

 

 

 

The Company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, genetic information or any other characteristic protected by law.

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