Our client, a boutique law firm, is looking to hire a Virtual Administrative Assistant 40 hours a week for 3 months with the possibility to extend. This role is essential in managing the Chief Marketing and Business Development Officers (CMBDO) day-to-day activities, coordinating communications, and assisting with business development and marketing initiatives as well as assisting other partners at the firm. The ideal candidate has experience in a legal or professional services environment, is highly organized, and can manage a variety of tasks with precision and professionalism.
This role is fully remote and expected to be around 40 hours per week. You must be able to work CST business hours.
Responsibilities:
- Calendar and Email Management: Organize and manage the CMBDOs calendar, coordinate appointments, and handle scheduling of meetings and calls with internal and external parties. Proactively monitor the CMBDOs email inbox, draft responses, and prioritize messages
- Document and Presentation Preparation: Prepare, edit, and format documents, reports, presentations, and client-facing materials, ensuring a high level of accuracy and professionalism. Assist with the creation and editing of marketing collateral and proposal materials, Excel spreadsheets, and Word documents when needed
- Business Development Support: Assist in coordinating business development activities, including maintaining CRM data, researching potential clients, preparing follow-up materials, and helping organize client outreach and follow-ups
-Meeting and Event Coordination: Coordinate logistics for virtual and in-person meetings and events, including preparing agendas, managing RSVPs, and handling any follow-up tasks. Support planning of firm-hosted events, webinars, conferences and client presentations
-Travel Arrangements: Arrange domestic and international travel for the CMBDO, including accommodations, itineraries, and transportation, ensuring smooth travel logistics
-Expense Management: Track and manage expenses for the CMBDO, prepare reports, and ensure timely processing in line with firm policy
-Project Management: Support the CMBDO on special projects, tracking deadlines and ensuring all tasks are completed on time, coordinating with team members, and providing follow up to lawyers as necessary
Requirements:
-Minimum of 3 years of experience as an administrative assistant or executive assistant, preferably in a law firm, professional services, or corporate environment. Experience supporting senior-level executives is highly preferred
-Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook365) and familiarity with CRM tools (e.g., HubSpot, IntroHive) and collaboration/project management tools (e.g., Asana or others)
-Strong written and verbal communication skills, with the ability to communicate effectively and professionally with clients, colleagues, and external partners
- Exceptional organizational skills, attention to detail, and the ability to manage multiple projects and priorities simultaneously
- Ability to work independently and prioritize tasks effectively in a remote environment, with a proactive approach to problem-solving
-High level of integrity and discretion in handling confidential information and always maintaining professionalism.
Nice to Haves:
- Familiarity with legal terminology and understanding of law firm marketing/business development processes
- Experience with legal research databases (Litigation Company Analytics), HubSpot CRM, and IntroHive preferred but not a requirement
- Previous experience in supporting marketing or business development initiatives in a professional services setting
In this position, you may have access to government systems, confidential and/or proprietary information or data.
Benefits
Creative Circle's Freelance Employee benefits package includes eligibility for Minimum Essential Coverage (MEC) medical plan, dental/vision/term life package, discount prescription program, critical illness, accident, tele-behavioral health, and 401(k) plan. Sick leave is provided to Candidates whose assignment work location is in a state or city subject to sick leave laws. A Minimum Value (MV) PPO medical plan, Employee Stock Purchase Plan, and paid holiday eligibility are based on length and dates of service.Looking forward to receiving your resume through our website and going over the position with you. Clicking apply is the best way to apply, but you may also:
Email your resume in Word to:
danielle.aranya@jobalert.creativecircle.com
**Please do NOT change the email subject line in any way. You must keep the JobID: : DA12-1834109 -- in the email subject line for your application to be considered.***
Danielle Aranya - Lead Recruiter
For this position, you must be currently authorized to work in the United States without the need for sponsorship for a non-immigrant visa.
This job was first posted by Creative Circle on 12/19/2024 and applications will be accepted on an ongoing basis until the position is filled or closed.
Creative Circle is an Equal Opportunity Employer
All qualified applicants will receive consideration for employment without regard to race, color, creed, religion, sex (including pregnancy, childbirth, breastfeeding, or related medical conditions), age, sexual orientation, gender identity or expression, national origin, ancestry, citizenship, genetic information, registered domestic partner status, marital status, disability, status as a crime victim, protected veteran status, or any other characteristic protected by law. Creative Circle will consider qualified applicants with criminal histories in a manner consistent with the requirements of applicable state and local law, including but not limited to the Los Angeles County Fair Chance Ordinance, the San Francisco Fair Chance Ordinance, and the California Fair Chance Act. If you need a reasonable accommodation in the application process, please contact your Recruiter (the person you'll be interviewing with) or a member of our Human Resources team to make arrangements. United Healthcare creates and publishes the Transparency in Coverage Machine-Readable Files on behalf of Creative Circle.
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