Job description

Senior Executive Assistant

MISSION
The mission for the senior executive assistant is to act as a gatekeeper to the owner and provide all assistance necessary to ensure the owner, James Amaro, spends 80% of his working time on functions that only he can perform (e.g., trials, expert depositions, major hearings, reviewing major briefs, business meetings which require his attendance, family time protected). We work as a team which must work as a well-oiled machine to turn our clients into raving fans.

OUTCOMES

 Manage Mr. Amaro’s email inbox, LinkedIn profile, public Facebook account so that he only handles email
2x/day.

 System compliance to make sure recurring business and financial reports with identified KPIs are delivered to Mr. Amaro and any direct reports on time with highlights of most important items and follow up with action items from meetings.

 Assist in creating and implementing various new processes to keep Mr. Amaro 80% focused on things only he can do and team focused 80% on things only they can do.

 Sourcing and screening potential vendors from various sources (referrals, Linkedin, etc.) to build business relationships in specific areas (i.e., business operations, sales, marketing, medical/legal vendors).

 Manage outlook calendar for recurring events, litigation needs, business, vacations, and personal needs.
 Manage and build contact lists to provide marketing departments for newsletters and referral management.
 Manage travel arrangements for business and personal needs so that Mr. Amaro is 15-30 minutes early and has all information in pre-determined format.

 Coordinate group events (i.e., speaking events, trial labs, social, referral management) for business and personal needs by making sure everything is tested and ready to go and everyone has meeting information ahead of time.

 Manage personal contract labor and needs of Amaro family (i.e., personal assistant, nanny, home maintenance, etc.).

 Assist Mr. Amaro with day-to-day business management needs for law firm and real estate businesses as go- to-between with direct reports and priority clients.

 Manage personal, charitable, and business relationships (e.g., thank you cards and gifts).
 Collect and provide monthly updates from team to marketing for case result updates to websites, social media, newsletter.

 Manage memberships in professional organizations and ensure vacation letters are filed with courts.
 Administrate Amaro’s mentorship/mastermind platform in development.
 Help recruit, train, manage, onboard, and lead A+ players to teams.

COMPETENCIES
 Disciplined, friendly, motivated, focused, highly organized leader with ability to think on feet and execute on tasks with minimal friction and direction from Mr. Amaro.

 Creative personality for assisting with marketing for law firm and real estate businesses.
 Proficient with online technology in general (e.g., Zoom, CRMs, social media, online recording, online file storage).

 Must be good with numbers and data and a skilled writer not prone to typos and bad grammar (High S and I personality profiles from DISC assessment).

 5+ years of executive assistant experience.
 3+ years of leadership experience and project management at $10M+ business with at least 3 direct reports.
 Competent (5+ years’ experience) with reading and running financial reports from QuickBooks.
 Experience in coordinating events with outside parties for business purposes.
 General knowledge on accessing and using google analytics and CRMs.
 Proficient with excel worksheets in creating tables with formulas to assist in analyzing data
 Proficient in creating process flow diagrams using online applications (e.g., PPT, excel, draw.io., etc.)
 Visual communicator that can create diagrams and flow charts for processes

*THIS IS NOT AN ENTRY LEVEL POSITION. MUST HAVE EXTENSIVE OPERATIONS EXPERIENCE.*

Want to make a difference in people’s lives who need excellent legal help with one of the most passionate legal teams in the business? This rapidly growing Houston based injury law firm is hiring an exceptionally organized Executive
Assistant to serve as the right hand “implementer” to principal owner who also is an entrepreneur that owns and leads established real estate brokerage businesses.

The law firm was founded in 2005 and is experiencing rapid growth in areas of personal injury across the state. The firm is nationally known and is a trail blazer in representing the wronged, aggrieved, and injured in a “David v. Goliath” setting. The firm currently has 30+ team members with plans to grow to over 100 team members in the next few years.
The culture is high-energy, passionate, focused, diverse, quirky, and laid back (more like a Silicon Valley tech firm as opposed to a law firm). We believe in a work/life integration as our work is our passion and our personal lives do not compete with our careers as we take ownership in our duties to our clients.

You MUST have meticulous attention to detail and excellent communication skills to support the owner with coordinating and executing day-to-day goals and procuring recurring marketing, financial, and operation reports. Most importantly, you must be EXTREMLY RELIABLE, have a can-do attitude, be a self-starting problem-solver, and have the ability to multitask and adapt easily.

If you’re interested in a potential growth opportunity with an amazing team that has a core focus to deliver incredible value to their clients, then read on about who we are looking for to fill this high-impact position!

Responsibilities:
 Gatekeeper to salespeople, vendors, and anyone without an appointment
 Monitor and Manage Outlook calendar and hundreds of daily emails
 Prepare memos for meeting preparation with reports prepared for partner review and decisions
 Coordinate with other direct reports and vendors for reports and information
 Coordinate travel arrangements and prepare written itineraries
 Take and maintain meticulous notes in a variety of meetings, draft memos, and create action items to complete after meetings
 Coordinate, plan, and prepare principal for meetings and speaking engagements
 Draft and edit written documents, such as email correspondence and visual presentations
 Coordinate with and find vendors for marketing, advertising, promotional materials, etc.
 Communicate and/or consult with other firm staff or external contacts for personal errands
 Plan and coordinate special events, firm events, lunches, etc.

Requirements and Preferences:
 Bachelor’s degree preferred but not required
 5+ years of work experience involving extensive operations and/or administrative responsibilities

 Strong project management skills, with demonstrated ability to successfully oversee a project or plan from start to finish
 Proficiency with all Microsoft Office Word, PPT, Excel, and OUTLOOK. You must be an OUTLOOK and ZOOM master.
 Proficiency with managing messages and posts on social media platforms
 Ability to take ambiguous and vague instructions and translate them into desired results
 Ability to thrive in a fast-paced environment
 Multi-tasker who can juggle multiple priorities and classify their urgency and importance
 Meticulous attention to detail
 Exceptional planning, problem solving, accountability and organizational skills
 Extraordinary online researching capabilities

Preferred Personality Traits and Experience:
 Legal, real estate, or startup experience will be given greater consideration
 Completely reliable and take ownership of duties
 Witty with Great Sense of Humor
 High Energy – Get Stuff Done attitude / Busy Bee attitude
 Early Bird
 Think outside box task executioner – make it happen
 Growth Mindset (e.g., avid reader or podcast listener)
 Scheduling master
 Reliable Transportation
 Thick Skin. Things move fast in the trial lawyer and real estate world. The atmosphere is very professional, and we have a zero tolerance code of communication which does not tolerate verbal abuse whatsoever.

Compensation & Benefits: Full-time with OT possibilities, Great Salary for Great Team Member, Commensurate with Experience. 401k, ST and LT disability, life insurance, medical, dental, and vision insurance with a low deductible.

To apply, submit your cover letter, resume and a brief (1-2 pages) original writing sample exemplifying your written communications aptitude (e.g., a newsletter, memo, social media post, email campaign, letter, etc.) together with your salary requirements.

Qualified applicants will be interviewed via Skype for screening before any in-office interviews. Qualified applicants will complete a DISC and KOLBE personality assessment prior to in office interviews.

Job Type: Full-time

Pay: $50,000.00 - $75,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Disability insurance
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Schedule:

• 10 hour shift
• 8 hour shift
• On call
• Overtime
• Weekends

Ability to commute/relocate:

• Houston, TX 77008 (Required)

Application Question(s):

• Are you willing to undergo a standard employment background check?

Education:

• High school or equivalent (Required)

Experience:

• Personal assistant experience: 5 years (Required)
• Administrative Experience: 5 years (Required)
• Event planning: 3 years (Required)
• QuickBooks: 1 year (Preferred)

Language:

• English (Required)
• Spanish (Preferred)

License/Certification:

• Driver's License (Required)

This Company Describes Its Culture as:

• Detail-oriented -- quality and precision-focused
• Innovative -- innovative and risk-taking
• Outcome-oriented -- results-focused with strong performance culture
• Stable -- traditional, stable, strong processes

This Job Is:

• A job for which military experienced candidates are encouraged to apply
• Open to applicants who do not have a college diploma

Company's website:

• www.amarolawfirm.com

Company's Facebook page:

• www.facebook.com/AmaroLawFirm

Benefit Conditions:

• Waiting period may apply
• Only full-time employees eligible

Work Remotely:

• No

COVID-19 Precaution(s):

• Remote interview process
• Personal protective equipment provided or required
• Temperature screenings
• Social distancing guidelines in place
• Virtual meetings
• Sanitizing, disinfecting, or cleaning procedures in place

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