Executive Assistant Job at Boesen & Snow Law in Scottsdale

Executive Assistant to Name Partners

Boesen & Snow Law is a law firm located in Scottsdale, AZ with a focus on health law. Clients include individual healthcare providers and corporations related to healthcare delivery and support. Boesen & Snow employs eight attorneys and seven other professional staff members. We provide competitive health, dental, eye insurance, 401k matching, and paid time off.

Summary

Boesen & Snow has an immediate opening for an executive assistant. This position reports directly to Mark Boesen and Allyson Snow, the founding partners of our law firm. The executive assistant will become a vital part of our firm – helping to manage the ever-increasing demands on the firm partners. If you are a highly motivated, organized, outgoing individual, looking to help a small business grow, this is for you!

Responsibilities and Duties

• Provide direct administrative support to the founding partners, managing their schedules, correspondence, and daily operational tasks with precision.
• Organize and coordinate meetings, including scheduling, sending reminders, and ensuring all necessary arrangements are in place.
• Arrange travel logistics, including booking flights, accommodations, and transportation, while ensuring cost-effectiveness and efficiency.
• Manage partners' inboxes - monitoring and organizing incoming emails, sorting and prioritizing emails based on urgency and importance, coordinate responses with partners as needed.
• Prepare and refine client-facing materials, including legal documents, presentations, and reports, ensuring accuracy and professionalism.
• Manage the partners' professional memberships, including renewals, updates, and engagement in relevant organizations and events.
• Coordinate and track continuing education opportunities for the partners, ensuring compliance with licensing requirements and professional development goals.
• Implement processes and task management systems to enhance collaboration and streamline communication within the firm.
• Act as a gatekeeper to the partners, facilitating direct access to their time while prioritizing key engagements.
• Support the partners with personal errands and tasks to help them ensure a good work-life balance; this will include occasional errands around the greater Phoenix area (including returns/purchases/pick-up), purchase and send gifts, coordinate deliveries, etc.
• Other projects and assignments, as assigned

Qualifications & Skills

• Experience: Previous experience as an executive assistant preferred.
• Communication Skills: Excellent verbal and written communication skills with a professional and friendly demeanor.
• Organizational Skills: Strong organizational and multitasking abilities with attention to detail.
• Technical Skills: Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and familiarity with office equipment (e.g., phones, printers, fax machines).
• Problem-Solving: Good problem-solving abilities and the capacity to handle unexpected situations calmly and efficiently.
• Time Management: Effective time management skills and the ability to prioritize tasks and manage a busy workload.
• Confidentiality: Understanding of confidentiality protocols and ability to handle sensitive information with discretion.
• Adaptability: Flexibility and willingness to adapt to changing priorities and office needs.
• Appearance: Professional appearance and demeanor, reflecting the organization's image.

Job Type: Full-time, in-person

Pay: $24-30/hour DOE, eligible for overtime pay

• Benefits:
• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Vision insurance
• Health savings account
• Life insurance
• Paid time off

Schedule:

• 8-hour shift, Monday to Friday, in Scottsdale office (8:30 am – 5:00 pm)
• Occasional work on weekends and outside of business hours (work from home)