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    Administrative Assistant/Legal Executive Assistant - Indianapolis, United States - Complete Staffing Solutions

    Complete Staffing Solutions
    Complete Staffing Solutions Indianapolis, United States

    1 week ago

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    Description

    Job Description

    Job Description

    This is more of a true Executive Assistant role, and they'd be open to profiles without Legal experience. Want the calendaring/events/travel, and a career EA, not someone looking to go to law school, etc. Targeting $70-90k, but open to $100k for a blade.

    Job Summary:
    The Partner Administrative Assistant will be responsible for providing high-level administrative support to one of the Firm's partners. The Partner Administrative Assistant must be capable of working in a fast paced environment with time sensitive materials, interact well with clients and high profile individuals, have strong organizational skills and maintain strict confidentiality due to the nature of the position.

    Essential Job Duties:

    • Answer, provide assistance during, and appropriately direct telephone calls as needed
    • Manage Partner's appointment schedule by scheduling of meetings, appointments, travel, due dates and client-related activities
    • Proofread documents to ensure appropriate formatting, grammar, punctuation, and spelling
    • Prepare and process outgoing correspondence through mail or fax; arrange for specialized mail or courier services as required
    • Serve as a communication intermediary between the Partner, other Firm employees, and external contacts; receive clients and visitors to the Firm and relay messages as needed
    • Prepare expense reimbursement and disbursement requests
    • Manage incoming mail and faxes
    • Coordinate travel arrangements, including preparing itineraries, agendas and travel expense reports, booking transportation and arranging lodging, and making arrangements for meeting space and amenities
    • Process timesheets and provide back-up assistance for document work
    • Work closely with Partner's legal assistant to coordinate tasks and discuss projects
    • Manage Partner's event and sponsorship tickets and invitations and ensure guests are confirmed to attend
    • Assist with various events, including but not limited to, sending out invitations, tracking responses, reservations, food and beverage requests, and event details
    • Manage Partner's correspondence folder and manage all follow-up to meet assigned deadlines
    • Proactively assist and provide teamwork to other team members when workload permits
    • Complete projects and special assignments, including determining priorities, managing time, monitoring progress, problem-solving, and making adjustments to plans


    Minimum Requirements:

    • Three years of experience as an administrative or executive assistant preferred
    • High school diploma required; Bachelor's degree preferred
    • Excellent organizational and clerical skills and knowledge of grammar, spelling and punctuation
    • Exceptional customer service skills in person, over the phone and via email
    • Exceptional attention to detail and ability to work independently and proactively
    • Computer proficient, intermediate or advanced experience using Microsoft Office products such as Word, Excel, and PowerPoint
    • Must be able to perform all essential duties


    Equipment Operated:
    This position requires extensive use of a computer and telephone. Other equipment operated includes multifunction copying, faxing, scanning and printing equipment.

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