Description
Are you a proactive, organized, and personable professional who thrives in a dynamic environment? We are a growing family law firm in Houston, Texas, seeking a sharp and dependable Executive Assistant to serve as the right hand to the owner and help manage both office operations and administrative responsibilities.
This is not just another assistant job - you'll be a critical team leader, a problem-solver, and a go-to person for internal support and external coordination. If you're a self-starter who can juggle priorities, take initiative, and maintain high standards with a positive, caring attitude, we want to hear from you.
Responsibilities
• Act as the executive assistant to the firm's owner: anticipate needs, manage tasks, and ensure smooth operations
• Lead and facilitate daily internal team meetings with professionalism and clarity
• Schedule and coordinate office vendor appointments (e.g., exterminators, electricians, landscapers)
• Handle accounts payable tasks, including utilities, phones, internet, landscaping, and other service vendors
• Create, update, and manage reports and tracking tools in Microsoft Excel and other software
• Screen resumes, conduct initial candidate interviews, and coordinate with the hiring attorney
• Assist with payroll processing and routine bill payments
• Learn and manage CRM and other law firm software with ease
• Maintain an organized and welcoming office environment
• Represent the firm with professionalism, empathy, and discretion
• Prepare client invoices
• Communicate with clients regarding the payment of their account
• Resolve client account issues
• Handle delinquent client accounts
• Ensure client trust balances are at the appropriate level
• Process payroll
• Interview prospective employees
• Onboard new employees
• Assist with employee insurance renewal and management
• Maintain and order office supplies
• Maintaining office equipment
Qualifications
• Act as the executive assistant to the firm's owner: anticipate needs, manage tasks, and ensure smooth operations
• Lead and facilitate daily internal team meetings with professionalism and clarity
• Schedule and coordinate office vendor appointments (e.g., exterminators, electricians, landscapers)
• Handle accounts payable tasks, including utilities, phones, internet, landscaping, and other service vendors
• Create, update, and manage reports and tracking tools in Microsoft Excel and other software
• Screen resumes, conduct initial candidate interviews, and coordinate with the hiring attorney
• Assist with payroll processing and routine bill payments
• Learn and manage CRM and other law firm software with ease
• Maintain an organized and welcoming office environment
• Represent the firm with professionalism, empathy, and discretion
• Proven experience in executive support, office administration, or operations (legal industry experience a plus but not required)
• Highly organized, detail-oriented, and able to manage multiple responsibilities without hand-holding
• Strong communication skills and natural leadership in group settings
• Technologically proficient and a fast learner with tools such as Microsoft Excel, CRMs, and billing/payroll systems
• Comfortable coordinating with vendors and professionals both in-person and virtually
• Discreet and trustworthy with confidential information
• A positive, caring attitude and team-first mindset
• Advanced computer proficiency, especially with MS Office, Excel, and billing software programs
• Understanding of billing and accounting software; ability to learn new software easily
• Proficiency in English
• Two years or equivalent experience working as a billing specialist position at a law firm
• Proven work experience as an accounts receivable clerk, accounts receivable manager, or accountant
• Adept at using spreadsheets and generating reports
• A high degree of accuracy and attention, along with a knack for numbers
• Ability to work independently
• Customer service orientation and negotiation skills
• Ability to handle multiple projects at a time and meet deadlines
• Strong written and verbal communication skills and organizational skills are required
• A high school diploma or equivalent is required; a college degree is preferred
Date Posted: 11 May 2025
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