About the Role:

We are seeking a highly organized and proactive Legal Executive Assistant to support our senior legal executives. In this role, you will play a pivotal part in ensuring smooth operations by managing schedules, coordinating events, and handling administrative tasks with a keen eye for detail and confidentiality. The ideal candidate thrives in a fast-paced legal environment, excels at multitasking, and brings a blend of administrative expertise and creative problem-solving to enhance executive productivity.

Key Responsibilities:

Maintain and optimize executive calendars, including scheduling meetings, appointments, and travel arrangements while anticipating conflicts and prioritizing tasks.
Plan and execute internal and external events, such as client dinners, team-building activities, conferences, and firm-wide gatherings, from venue selection to logistics and follow-up.
Procure thoughtful gifts for clients, partners, and team members, ensuring alignment with company policies, budgets, and cultural sensitivities.
Prepare agendas, briefing materials, presentations, and reports in advance of meetings
Screen and prioritize emails, calls, and correspondence
Track key initiatives, deadlines, and follow-ups on behalf of the executive
Ensure seamless logistics for off-site meetings, conferences, and events
Handle confidential information with utmost discretion, including managing sensitive client files and executive communications.
Liaise with internal departments (e.g., HR, finance) and external vendors to streamline operations and resolve issues efficiently.
Provide general office support, such as expense tracking, supply management, and ad-hoc projects to keep the team running smoothly.

Qualifications:

Bilingual (Spanish proficiency)
3+ years of experience as an executive assistant, preferably in a legal or professional services setting.
Proven track record in event planning, with experience managing budgets and vendor relationships.
Strong organizational skills with proficiency in tools like Microsoft Office Suite (Word, Excel, Outlook), Google Workspace, and calendar management software (e.g., Calendly or similar).
Excellent communication skills, both written and verbal, with the ability to interact professionally with high-level executives and clients.
Ability to procure items efficiently, with a creative flair for selecting appropriate gifts.
Familiarity with legal terminology and processes is a plus.
High level of integrity, attention to detail, and the ability to work independently under pressure.
Willingness to occasionally work outside standard hours for events or deadlines.

What We Offer:

Competitive salary range based on experience.
Comprehensive benefits package, PTO and professional development opportunities.
A collaborative work environment with opportunities for growth.

www.hildasibrian.com

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