Overview
Office Executive Support Assistant Jobs in Miami, USA at SimplyLegal
The Part-Time Office & Executive Support Assistant provides hands‑on administrative and operational support to ensure the smooth day‑to‑day functioning of the law firm. Working Monday, Wednesday, and Friday (full day), this role focuses on front‑desk reception, office logistics, check preparation, mail and package handling, supply management, and direct assistance to the Firm Owner — including coordination of brand‑related events and personal scheduling.
No prior legal experience is required; the ideal candidate is reliable, organized, and comfortable juggling a variety of operational tasks in a professional environment.
Responsibilities Reception & Client‑Facing Duties
- Greet clients, visitors, and vendors in a professional and friendly manner.
- Answer and direct phone calls; take accurate messages.
- Address basic client inquiries and direct them to the appropriate team member.
- Prepare and serve coffee/beverages to staff, vendors, and clients.
Office Logistics & Supplies
- Monitor and maintain inventory of office and kitchen supplies; place orders as needed.
- Coordinate preparation and shipment of packages and mail (Fed Ex, USPS, couriers).
- Print, prepare, and organize checks for mailing or delivery.
- Maintain a clean, organized, and professional office environment.
Document Handling
- Scan, rename, file, and organize documents and reports (physical and digital).
- Assist with printing, copying, and preparing correspondence for mailing.
- Retrieve and manage files as requested by the team.
Meeting Preparation
- Set up conference rooms for in‑person client meetings (materials, lighting, ambiance, refreshments).
- Ensure all meeting spaces are client‑ready and reflect the firm’s professional standards.
Executive & Brand Support
- Schedule and confirm personal and professional appointments on behalf of the Firm Owner.
- Make phone calls, run errands, and handle miscellaneous tasks as directed (e.g., returns, pickups, purchases).
- Assist in the coordination and logistics of the Firm Owner’s brand‑related events and initiatives (vendor communication, supply purchasing, on‑site setup).
- Provide general day‑to‑day support to help the Firm Owner stay focused on strategic priorities.
Qualifications
- Educational Requirements: High school diploma or equivalent.
- Experience: At least 1 year in an office, clerical, or customer‑facing role. Legal experience is not required.
- Language Skills (Required): Fully bilingual in English and Spanish — spoken and written. This is a non‑negotiable requirement.
- Technical
Skills:
Proficiency in Microsoft Office Suite (Word, Excel, Outlook), ASANA, and basic office equipment (printers, scanners, postage machines). Comfortable with technology and quick to learn new tools. Familiarity with AI tools (ChatGPT, Claude, Gemini, or similar) is a strong plus. Looking for someone who is tech‑savvy and finds software intuitive, not intimidating.
- Soft Skills: Highly organized, dependable, and able to juggle multiple tasks with minimal supervision. Strong attention to detail. Proactive—a “figure it out” mindset is essential.
- Confidentiality: All team members are bound by the Firm’s Attorney‑Client Confidentiality Policy (POL‑LEGAL‑001), which requires strict protection of all client information during and after employment. This role has direct exposure to sensitive client and firm data and requires absolute discretion at all times.
- Appearance and Demeanor: Professional presentation, warm interpersonal skills, and a service‑oriented attitude.
Compensation: $16–$17 hourly
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Title: Office Executive Support Assistant
Company: SimplyLegal
Location: Miami, USA
Category:
