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Company Overview

Lotane & Associates, P.A. is a debt collection and subrogation law firm located in Cocoa, FL. LA has been practicing in Brevard County since 1979, and we represent clients for Florida debt recoveries and Insurance Subrogation. Our clients include insurance carriers, hospitals, credit unions, banks, physician practices, and commercial companies. Our lawyers and staff are committed to recovering bad debts and collecting losses for our clients. We love and appreciate our team and are heavily invested in our community. At LA, we are Client-Minded and Community-Centered!

About the Role

As the Executive Administrative Assistant, you will provide comprehensive administrative support to the Director of Operations and contribute to the smooth operations of our organization. You must possess excellent communication skills, experience providing high-level administrative support, strong organizational skills, strong attention to detail, and the ability to prioritize tasks effectively.

As the Executive Administrative Assistant, you will serve as a trusted partner and right hand to the Director of Operations, playing a critical role in ensuring the efficiency and effectiveness of day-to-day operations across the organization. This position requires a highly professional, resourceful, and self-motivated individual who thrives in a dynamic environment and can manage multiple priorities with confidence and composure. In this role, you will be the primary point of contact for internal and external stakeholders on behalf of the Director of Operations, managing sensitive information with the utmost discretion and representing the office with professionalism at all times. You will anticipate the needs of the Director, proactively identify solutions, and ensure that both short-term tasks and long-term projects are executed seamlessly. We are seeking a professional with a strong background in executive-level administrative support, exceptional communication skills, and a proactive mindset. They are highly organized, detail-oriented, and comfortable navigating a fast-paced, people-focused environment. This is an exciting opportunity for a dedicated administrative professional to make a meaningful impact within a collaborative and mission-driven organization.

The ideal candidate is proactive, dependable, and thrives in a fast-paced, deadline-driven environment. This position is in-office, not a remote opportunity. Working schedule is Monday-Friday 8:00am-5:00pm, with flexibility for events and occasional extended hours as needed. A 1-hour unpaid lunch break and two 15-minute paid breaks. That’s right, off nights and weekends!

Key Responsibilities

Manage and maintain Director of Operations calendars, scheduling and coordinating meetings, conference calls, and appointments.
Assist in preparing emails, memos, reports, presentations, and other correspondences, ensuring accuracy and timely delivery.
Coordinate and arrange travel and accommodations for the Director of Operations and other members of the leadership team.
Screen and prioritize incoming requests and meeting invitations to protect the Director of Operations time and focus.
Act as a liaison between the executive team and internal and external stakeholders, including clients, partners, and vendors.
Draft and proofread executive-level communications on behalf of the Director of Operations as needed.
Build and maintain a contact database of key stakeholders, clients, and partners.
Coordinate and organize meetings, including preparing materials, taking notes, and distributing meeting minutes.
Coordinate and assist with weekly meetings, including preparing agendas and documents to distribute.
Coordinate, manage, and execute special projects and events such as conferences, client meetings, team-building activities, community engagements, and events internally and externally.
Prepare briefing documents and background research materials ahead of key meetings and executive presentations.
Conduct research and provide support on various projects and initiatives as assigned.
Track action items and follow up with team members on behalf of the Director of Operations to ensure deadlines are met.
Monitor project timelines and flag delays or bottlenecks to the Director of Operations proactively.
Purchase, organize, and manage office supplies, equipment, and facility needs.
Conduct market research to identify new vendors, evaluate their capabilities, and negotiate contracts and pricing agreements.
Create and maintain effective filing systems, both physical and digital, to ensure easy retrieval of documents.
Manage shared drives and document version control to keep files organized across teams.
Serve as a point of contact for office basic support.
Maintain confidentiality and handle sensitive information with discretion and professionalism.
Maintain and update administrative tasks via Monday.com.
Prepare monthly expense reports and maintain receipts and documents for purchases and budget tracking.
Process invoices and coordinate with accounts payable on vendor payments.
Other duties as assigned.

Requirements

High school diploma or GED required
Associate's degree or administrative training preferred.
1–2 years previous experience as an Administrative Assistant or in a similar position required.
Exceptional written and verbal communication skills.
Excellent organizational and time management skills, with the ability to multitask and prioritize effectively.
Strong attention to detail and problem-solving skills.
Professionalism, integrity, and the ability to maintain strict confidentiality.
Ability to work independently and collaborate effectively with colleagues at all levels.
Excellent computer skills and knowledge of Microsoft Word, Outlook, and PowerPoint.
Familiarity with Monday.com or similar project management tools preferred.
Familiarity with standard office equipment such as computers, tablets, phones, printers, and fax machines.
Highly organized with excellent time management skills and the ability to prioritize projects

What we’re looking for

We are looking for a motivated team player who is genuinely invested in supporting the Director of Operations. The right person for this role takes ownership of their responsibilities, completes tasks accurately and in a timely manner, and consistently follows through without the need for repeated reminders.

This role demands a high standard of professionalism in every interaction, whether communicating with internal team members, senior leadership, or external partners. You must pay close attention to detail, take pride in the quality of your work, and are skilled at managing competing deadlines without losing composure. Strong, clear communication is essential to your success in this position. We are seeking someone who is grounded, resilient, professionally secure, and a solutions-oriented attitude are essential qualities we value in this role. This position works in close proximity to the Director of Operations and requires the ability to receive constructive feedback, adapt quickly to changing direction, and remain steady under pressure.

Benefits Overview

We offer a range of benefits to support the well-being and financial security of our employees, including:

Employee-Paid Vision and Dental Insurance – Affordable options to support your oral and eye health.
Employee-Paid AFLAC Supplemental Plans – Additional coverage for accidents, short-term disability, and other needs.
Employer-Paid Life Insurance – $20K life insurance policy provided at no cost to the employee.
401(k) Retirement Plan – Company matches employees' contributions at 100% for 1-3% savings and 50% for 4-5% of savings after one year of employment.
Paid Time Off (PTO) – Generous PTO to support work-life balance.
Paid Holidays – Enjoy 9 paid holidays annually.
Volunteer Time Program – Earn additional PTO by giving back to your community.
Employee Assistance Program (EAP) – Confidential counseling and support services for personal or work-related issues.
Tuition Reimbursement – Eligibility for tuition reimbursement after one year of employment, covering approved courses up to a designated amount.
Employee Discount Programs – Access to exclusive savings on products and services through our employee discount network.
And so much more!

Learn more about this Employer on their Career Site

Executive Assistant