Overview
The Chaklader Firm (TCF) is a D.C. based law firm with offices in Virginia. TCF attorneys cater to the complex needs of companies and individuals. We are in search of a diligent, hard-working, quick learner with attention to detail who will support the firm's Managing Principal as an Executive and Personal Assistant on an independent contractor basis. The Executive and Personal Assistant will help TCF handle day-to-day office administrative tasks (listed below) for the law firm, an affiliated consulting firm (Le Maghreb LLC doing business as LM Compliance (LMC and administrative tasks for clients as needed, and will occasionally support the Managing Principal in completing personal errands. This role will be an in-person full-time position from 9AM to 5PM Mondays through Fridays at our office in Sterling (Potomac Falls) location, with occasional support in our offices in Ballston, Virginia and Washington, DC. Occasional weekend and evening support may be required.
Job Description
The Executive Assistant will perform executive and personal administrative support services, including but not limited to:
1. supporting staff through a variety of tasks related to organization and communication;
2. handling mail, correspondence, memos, letters, faxes and forms; a. answering and directing communications; b. drafting correspondence for clients; c. updating engagement letters; d. writing letters and emails on behalf of the Firm and/or the Managing Principal; e. assisting with client intake;
3. organizing and scheduling meetings and appointments using MS Outlook and MS Teams; a. booking travel arrangements; b. booking remote and in-person meals; c. coordinating with venues for reservations and particulars as needed; d. reserving conference calls, rooms, taxis, couriers, hotels etc.; e. maintaining and updating office and case calendars;
4. assisting with expense and billing management; a. keeping track of firm and staff costs and reimbursements; b. submitting, reviewing and reconciling expense reports; c. assisting with payments to third parties; d. reviewing and entering time for staff using excel spreadsheets and timekeeping software; e. determining amounts payable for staff; f. running payroll using payroll software using ADP; g. book-keeping and accounting to keep track of funds using QuickBooks; h. issuing checks to vendors as needed; i. using legal billing software to create prebills and invoices for clients using RocketMatter; j. processing reimbursement requests; k. keeping track of receipts;
5. record-keeping; a. assisting in the preparation of regularly scheduled reports; b. maintaining online and/or hardcopy case records and filing system; c. helping to keep records, files and folders organized; d. developing and adhering to a record retention schedule / system; e. organizing emails using MS Outlook;
6. ordering supplies as needed;
7. assisting with work-product finalization and filings: a. assisting with document preparation and processing using MS Word and Adobe Acrobat Professional; b. creating and updating presentations, proposals and marketing material including website content, brochures, etc. using MS PowerPoint; c. carrying out administrative duties such as filing documents with courts and other offices / agencies, typing, copying, binding, scanning etc.; d. assisting with dictation and transcription efforts;
8. assisting with development, updates and maintenance of office policies and procedures;
9. helping to address staff issues as they arise;
10. helping to develop, enhance and execute periodic staff evaluations;
11. occasional assistance with the Managing Principal's personal tasks and errands (e.g. ordering items or services for the Managing Principal's personal use; pick-up/drop-off of dry-cleaning; personal mail organization and response);
12. driving to/from client locations to assist with delivery or pick-up of items, supplies or documents; assistance with client errands and coordination of/with third party contractors
Qualifications
The successful candidate will:
- have completed a 4-year Bachelor's Degree or 2-year Associate's Degree;
- have strong verbal and written communication skills;
- have a strong command of MS Outlook, Excel, Word, PowerPoint, Illustrator, Adobe Acrobat Professional software;
- have strong familiarity with and/or willingness to quickly learn RUN ADP (payroll software), QuickBooks (book-keeping/accounting software), and RocketMatter (client invoicing software);
- have at least 2-5 years of prior Executive and Personal Assistant experience at a busy legal, consulting, or medical office;
- have or can obtain status as a DC, MD and/or VA Public Notary;
- have excellent multi-tasking skills
- have a "can-do" attitude to get the job done
- is a self-starter with a strong sense of work ethic and ownership of responsibility;
- is dependable, reliable and takes initiative;
- undergo a background check,
- have no prior criminal history,
- commit to all of the firm's policies and procedures including the No Drugs policy;
- has a working vehicle and can drive
Job Type: Full-time
Pay: $40,000.00 - $55,000.00 per year.
This position does not provide health insurance or other benefits.
Work Location: In person