This listing is for a full time Personal Assistant and Receptionist position to serve a lawyer and business owner on all tasks related to the Businesses and the Law Firm. The Businesses are a series of different businesses, including the Company known as Pump & Munch, and the Law Firm is Shehadeh Giannamore, PLLC. A detailed job description is below. All inquiries should include a resume.
⚖️ Executive/Personal Assistant
Job Summary
We are seeking a highly organized, proactive, and detail-oriented Executive/Personal Assistant to provide comprehensive administrative and business support to the principal—a practicing lawyer and owner/operator of several gas station businesses.
The ideal candidate will manage the day-to-day administrative needs of the principal's professional life while also serving as a key point of coordination for the operational aspects of the affiliated businesses. This position requires exceptional comfort with computers, strong attention to detail, a focus on organization and the ability to manage competing tasks.
Key Responsibilities
I. Executive and Administrative Support (General Office)
● Calendar Management: Expertly manage and maintain the principal's complex professional and personal calendar, including scheduling, rescheduling, and preparing necessary materials for meetings.
● Communication Handling: Screen, answer, and direct incoming phone calls professionally. Manage and prioritize all incoming physical and electronic mail/correspondence.
● Travel and Expense: Coordinate travel arrangements (flights, accommodation, ground transportation).
● Office Operations: Maintain an organized physical and digital filing system. Ensure the principal has all necessary documents, technology, and information for scheduled tasks.
II. Business Operations Support (Legal & Gas Stations)
● Task Management & Follow-up: Track and actively follow up on pending tasks, projects, and requests delegated to other staff, vendors, or contractors related to both the legal practice and gas station operations.
● Request Intake: Act as the primary point of contact for external and internal requests directed to the principal's office, efficiently logging, prioritizing, and ensuring the tasks are completed.
● Document Support: Assist with the creation, editing, and formatting of documents, reports, and spreadsheets using Microsoft Office Suite for both the legal and business entities.
● Information Flow: Ensure a smooth, timely, and organized flow of information between the principal and key business stakeholders.
● Liaison to Controller of the Company: The Controller of the Company (primary Accountant) is out of the country, and the candidate will serve as the primary liaison to the Controller to provide the Controller with any documents he needs here locally, as well as assistant the Controller with tasks that must be completed.
● Miscellaneous Tasks: The Candidate will regularly be assigned miscellaneous office related tasks to assist the Principal.
Qualifications
Required
● Experience: A minimum of 2 years of experience in an office role.
● Education: Formal education beyond high school, such as an Associate's Degree from an accredited institution, is required.
● Technology Proficiency: Demonstrated proficiency with computers and office technology.
● Software Skills: Very comfortable and highly proficient with the Microsoft Office Suite, specifically Word (document creation/editing) and Excel (data entry, basic calculations, and list management).
● Personal Attributes: Exceptional organizational skills, high attention to detail, and a proven ability to handle confidential information with discretion.
● Communication: Excellent written and verbal communication skills in English.
Preferred (but not required)
● Language: Fluency or professional working proficiency in Spanish is strongly preferred to support interactions with a diverse workforce and clientele.
● Industry Experience: Prior exposure to or experience in a legal office or a multi-unit business environment (retail, quick service, etc.).
Job Details
● Job Type: Full-Time
● Schedule: Monday to Friday (Standard Business Hours)
● Location: 620 South Le Jeune Road, Coral Gables, FL 33134