Executive Assistant Job at GF IMMIGRATION LAW, PA in Miami Beach

About us:
GF Immigration Law - Abogada Julia (GFI) is one of the largest humanitarian immigration law firms focusing predominantly in fighting for undocumented human trafficking victims and aiding them to obtain legal status in the US.

Mission driven and with a client-centered approach, GFI deploys cutting-edge technology with highly specialized legal skills, and a proprietary method to enable clients to obtain their legal status and pave a path to legal residency. As a fast-growing company, representing thousands of clients throughout the country, GFI continues its growth with the goal of making a difference for those that are exploited.

Position Overview:

We are seeking a highly organized, proactive, and adaptable Executive Assistant to provide daily high-level support to the CEO. The ideal candidate will have a keen understanding of the unique needs and working style of a fast pace executive, ensuring smooth day-to-day operations and effective communication, the highest level of confidentiality and discretion.

Responsibilities:

• Calendar Management and Meeting Coordination: Organize and update the CEOs calendars daily, weekly, and monthly, ensuring the CEO is informed, prepared, and punctual for all commitments.
  • Provide notes and background information before every meeting.
  • Coordinate, schedule, prepare for, and follow up on meetings, ensuring the CEO has all necessary materials and information.

• Email Inbox management: Manage multiple inboxes.
  • Reply to emails promptly on behalf of the CEO, unless it requires approval, and follow up on priority emails as necessary.
  • Notify the CEO of any urgent emails and tasks that need immediate attention.

• Communication: Act as a liaison between the CEO and internal/external stakeholders, ensuring timely and clear communication.
  • Serve as a point of contact for the CEO. Work with other executives and their assistants on matters related to the CEO.
  • Responsible for internal and external written communication on behalf of the CEO.
  • Resolves administrative problems by coordinating the preparation of reports, analyzing data, and identifying solutions.

• Document Preparation: Draft, edit, and format Word documents, Excel, PowerPoint presentations, agendas, reports, special projects, and other documents in support of objectives for the organization.
  • Renew CEOs memberships and ensure all requirements needed are met (e.g. Bar Association membership and keep track of CLEs requirements.

• Task Management: Assist the CEO in breaking down tasks into actionable steps, setting reminders, and ensuring follow-through.
  • Conserve the CEOs time by reading, researching, collecting, and analyzing information as needed, in advance.
  • Ensure day-to-day matters are attended to by reminding the executive of meetings, daily appointments and tasks to be completed.

• Time Management and Tasks Support: Understand and anticipate the unique needs of a busy and fast-paced executive, offering support and strategies to optimize productivity and focus.

• Travel Arrangements: Plan and coordinate travel itineraries, including flights, accommodations, and local transportation.
  • Work with travel agencies, airlines, and hotels, to provide them with upcoming travel details and ensure things are booked and ready.

• Special Projects: Take on ad-hoc projects as directed by the CEO.

• Confidentiality: Handle very sensitive information with the maximum discretion and maintain confidentiality at all times.
  • Other duties as assigned by the Executive.

• Personal: Act as the point of contact for personal matters.
  • Arrange personal travel and personal reservations.
  • Coordinate with building management, housekeepers, home contractors, and vendors.

Requirements and skills:

• Use discretion, confidentiality, and good judgment to handle C-level matters.
• Ability to think outside of the box with a sense of urgency.
• Excellent communication and time management skills; proven ability to meet deadlines.
• Ability to function well in a high-paced environment.
• Business sense - has a strong business sense and can decipher priorities and make sound judgment calls when needed.
• Commitment to excellence - perform duties at the highest level possible on a consistent basis.
• Demonstrate ability and temperament to work with sensitive information.
• Team player - have team-oriented experience and approach.
• Service focus - dedicated to meeting the expectations of the CEO.
• Flexible schedule and availability on weekends and after-hours.
• Able to travel domestically and internationally, as needed, at times on short notice.

Job Type:Full-time
Location: In-Office Position
Schedule: Flexible hours, able to work on weekends.

Benefits:

• Comprehensive health, dental, and vision insurance.
• 401(k) plan with 6% company match.
• Generous Paid Time Off (PTO) policy plus additional Rewarded Time Off (RTO), totaling 30 days per year.
• Work From Home options available for up to 45 days per year.
• Flexible start times with options between 8:00am and 10:00am.
  
• Life and disability insurance coverage.
  
• Parking Garage Access