Bilingual- Entry Level Executive Assistant
Location: Tulsa, OK – On-site
About Us:
At Rivas & Associates, we pride ourselves on providing personalized legal services in a dynamic and collaborative environment. As a growing law firm, we value professionalism, efficiency, and exceptional client service. We are seeking a talented and highly organized Bilingual - Entry Level Executive Assistant ( English/Spanish) to join our team and provide comprehensive administrative support.
Job Overview:
The Executive Assistant will play a critical role in ensuring the smooth operation of the firm by managing various administrative tasks. The ideal candidate will have a strong background in administrative support, excellent organizational skills, and the ability to manage multiple priorities in a fast-paced legal environment. This position is perfect for someone who is proactive, detail-oriented, and enjoys working in a close-knit team.
Key Responsibilities:
- Administrative Support: Provide high-level administrative assistance to senior attorneys and the management team, including calendar management, appointment scheduling, and daily coordination.
- Client Interaction: Serve as a point of contact for clients, responding to inquiries, scheduling meetings, and ensuring clients' needs are met in a timely manner.
- Document Management: Prepare, proofread, and file legal documents, correspondence, and reports. Maintain and organize both physical and electronic files in compliance with firm policies.
- Office Management: Handle office supplies, equipment, and vendors. Ensure the office is well-maintained and that day-to-day operations run smoothly.
- Billing and Invoicing: Assist with billing, invoicing, and timekeeping for attorneys, ensuring accuracy and timeliness.
- Travel Coordination: Arrange travel, accommodations, and logistics for attorneys and clients as needed.
- Research and Special Projects: Conduct research as needed, including legal research and administrative tasks. Assist in special projects as requested by the managing partner.
- Confidentiality: Maintain confidentiality and discretion in all client and firm-related matters.
Required Qualifications:
- Proven experience as an Executive Assistant or in a similar administrative role, ideally within a law firm or professional services environment.
- Strong organizational skills and the ability to manage multiple tasks efficiently in a fast-paced environment.
- Exceptional written and verbal communication skills. ( English and Spanish)
- Teck savvy - Proficiency in Google or Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and legal management software (e.g., Clio, PracticePanther, or similar).
- Strong attention to detail and the ability to work independently.
- Professional demeanor with the ability to interact effectively with clients, attorneys, and other staff members.
- Ability to handle sensitive and confidential information with discretion.
- Strong communication skills ( in both English & Spanish)
Preferred Qualifications:
- Previous experience in a law firm environment is preferred but not required.
- Experience with timekeeping and billing software is a plus.
- Knowledge of legal terminology and processes is advantageous.
Personal Attributes:
- Self-motivated, with a proactive approach to identifying and solving problems.
- Flexible and adaptable, with the ability to manage competing priorities.
- A team player who is also capable of working independently.
- A positive, can-do attitude with excellent interpersonal skills.
Compensation and Benefits:
- Competitive salary based on experience.
- Health, dental, and vision insurance.
- Paid time off (PTO) and holidays.
- Professional development opportunities.
- Collaborative and supportive team environment.
Background check is required
Notice:
This position is a direct hire. We are not partnering with any third-party staffing agencies or third-party recruiters for this role. Any candidates submitted by any third party will not be considered. Rivas & Associates will not be responsible for any fees regarding unsolicited candidates.
Equal Opportunity Employer Statement:
Rivas & Associates is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.