Assistant to President of Operations

ZOECKLEIN LAW PA · United States

Replies within 24 hours We are seeking an exceptional Assistant to support the President of operations of a fast-growing law firm. This is not a typical administrative position. We are looking for someone who thrives in a fast-paced environment, anticipates needs before they arise, solves problems independently, and enjoys creating order from complexity. This role blends executive support with personal assistance. One moment you may be coordinating a multi-office expansion or managing executive meetings, and the next you may be arranging travel, coordinating home vendors, or picking up supplies for an event. If you love organization, enjoy being the person who keeps everything running smoothly, and take pride in making someone else's life easier, we would love to meet you. Responsibilities:

• Manage a complex executive calendar and schedule priorities
• Coordinate meetings, travel, and appointments
• Screen and prioritize emails and communications
• Prepare agendas, reports, and meeting materials
• Track projects, deadlines, and follow-up items
• Coordinate with attorneys, managers, vendors, and clients
• Assist with office expansion projects and vendor management
• Research solutions and present recommendations
• Handle highly confidential information with discretion

• Coordinate personal appointments and family schedules
• Run local errands and pick up supplies
• Manage household vendors and maintenance appointments
• Coordinate travel itineraries and reservations
• Purchase gifts, office supplies, and personal items
• Assist with event planning and special projects
• Help organize both business and personal priorities

• Highly organized and detail-oriented
• Resourceful and proactive
• Calm under pressure
• Professional and polished
• Trustworthy and discreet
• An excellent communicator
• Comfortable juggling multiple priorities
• Able to work independently with minimal supervision
• Tech-savvy and quick to learn new systems

• Minimum of 3 years of executive assistant, office management, or comparable administrative experience
• Excellent written and verbal communication skills
• Good with children
• Strong proficiency with Microsoft Office
• Valid driver's license and reliable transportation
• Ability to lift and transport packages up to 25 pounds
• Local travel throughout the Tampa Bay area as needed

• Supporting a business owner or executive
• Project coordination
• Event planning
• Vendor management
• Calendar management
• Professional services or law firm experience