Job Description
The Personal Assistant position requires you to take initiative, have a strong work ethic, and to have attention to detail. A personal assistant plays a crucial role in ensuring their employer's professional and personal life runs smoothly, allowing the employer to focus on their primary responsibilities and goals. The position requires
Skills
Strong interpersonal skills and the ability to work well with others
Highly Organized
Ability to manage multiple tasks and projects simultaneously
Excellent organizational and time management skills
Proactive: Anticipates needs and takes initiative
Excellent Communicator:
Bilingual - English & Spanish
Clear and concise in both written and verbal communication
Trustworthy: High level of discretion and confidentiality
Tech-Savvy: Proficient in using productivity tools and software
Flexibility and adaptability to changing needs and circumstances
Problem-solving skills and attention to detail
Flexible and able to accommodate a travel schedule that may include extended trips
Roles and Responsibilities
1. Administrative Support
Manage Calendar and Appointments: Schedule meetings, court dates, family activities, and personal appointments. Ensure no conflicts and reminder of upcoming commitments.
Email and Correspondence: Screen, prioritize, and respond to emails. Draft and send correspondence on your behalf.
Document Management: Organize and maintain files, both digital and physical. Ensure all documents are easily accessible.
Attend meetings: Accompany Attorney or attend meetings on behalf of the Attorney - taking notes and providing highlights.
Travel Arrangements: Book flights, hotels, and transportation. Prepare itineraries for business and personal travel.
2. Project Management
Task Tracking: Monitor progress on various projects, both personal and professional. Ensure deadlines are met.
Team Coordination: Follow up with team members to ensure tasks are completed on time. Relay any updates or changes in project status to you.
Meeting Preparation: Prepare agendas, take meeting minutes, and distribute action items to relevant parties.
3. Family Support
Children’s Schedule Management: Coordinate your children's activities, school events, and appointments. Ensure they are on time and prepared.
Household Management: Liaise with household staff, manage household supplies, and handle any maintenance or repair needs.
Event Planning: Assist in planning and organizing family events, vacations, and social gatherings.
4. Personal Tasks
Errand Running: Handle personal errands such as grocery shopping, picking up dry cleaning, etc.
Health and Wellness: Schedule medical appointments and ensure you have time for self-care activities like exercise or relaxation.
Personal Shopping: Assist with purchasing gifts, clothing, and other personal items.
5. Business Support
Client Relations: Maintain client records, follow up on client communications, and ensure clients receive timely responses.
Marketing Support: Assist with community outreach, events’ coordination, social media updates, newsletter distribution, and other marketing efforts.
Financial Management: Assist with invoicing, tracking expenses, and coordinating with your accountant for tax purposes.
6. Organizational Support
Time Management: Help you prioritize tasks and manage your time efficiently.
Goal Setting and Tracking: Assist in setting professional and personal goals, and track progress towards achieving them.
Crisis Management: Handle urgent issues as they arise, ensuring minimal disruption to your schedule.
7. Travel Requirements:
Domestic & possible International Travel: Required to travel frequently as part of their duties. This includes domestic and possible international travel, depending on the needs of the executive.
Flexibility: Must be flexible and able to accommodate a travel schedule that may include extended trips and short notice travel.
Travel Coordination: Responsible for arranging their own travel logistics as well as coordinating travel for the executive, ensuring all details are managed efficiently and professionally.
At Vergara Miller Law Firm, our mission is to be the catalyst for positive change in the lives of immigrant families. Our highly focused team of adept leaders who excel in managing team outputs with precision, is driven by a commitment to excellence, integrity, and social impact.
At Vergara Miller Law Firm, our mission is to be the catalyst for positive change in the lives of immigrant families. Our highly focused team of adept leaders who excel in managing team outputs with precision, is driven by a commitment to excellence, integrity, and social impact.
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