Biligual Executive Assistant
We are seeking a highly organized, proactive, and detail-oriented Executive Assistant to support the Chief Operating Officers of our Law Firm and Legal Solutions divisions. This role is critical in ensuring that the COOs’ time is optimized, meetings are productive, priorities are met, and projects move forward seamlessly. The ideal candidate thrives in a fast-paced environment, demonstrates strong discretion, and excels at balancing multiple priorities while maintaining a professional presence.
Key Responsibilities
Executive & Administrative Support
Manage complex calendars, schedule meetings, and coordinate logistics.
Prepare agendas, presentations, reports, and executive-level communications.
Attend executive and leadership meetings, capture detailed notes, and track follow-up actions.
Handle travel arrangements, expense reporting, and other administrative tasks.
Organize and maintain digital and physical files for quick reference and efficiency.
Operational Coordination & Project Management
Support the COOs in project management by monitoring timelines, deliverables, and accountability.
Manage task lists and ensure assignments are tracked through completion.
Anticipate needs, proactively identify issues, and provide solutions.
Assist in preparing and facilitating quarterly business reviews, strategic planning sessions, and leadership offsites.
Communication & Relationship Management
Act as a liaison between the COOs and internal/external stakeholders.
Ensure clear, timely, and professional communication across all business units.
Build and maintain strong working relationships with executives, leaders, and staff.
Maintain the highest level of confidentiality and discretion when handling sensitive information.
Qualifications
Bachelor’s degree preferred; equivalent experience considered.
3–5 years of experience as an Executive Assistant, ideally supporting C-level executives.
Strong organizational and time-management skills with proven ability to manage multiple priorities.
Excellent written and verbal communication skills, including the ability to draft and edit executive correspondence.
Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), SharePoint, and project/task management tools (e.g., Planner, Asana, or similar).
Strong attention to detail, with the ability to anticipate needs and solve problems independently.
High level of discretion, integrity, and professionalism in all interactions.
What Success Looks Like
The COOs’ schedules, priorities, and projects are executed efficiently and on time.
Meetings run smoothly, with clear agendas, accurate notes, and timely follow-up.
Communications, reports, and presentations are accurate, professional, and well-prepared.
The COOs are able to focus on strategy and leadership while operational and administrative details are managed seamlessly.