Jr Executive Assistant Job at DYADlaw. P.C. in Vista

We are seeking a proactive, detail-oriented, and highly organized Junior Executive Assistant to support the Executive Assistant (EA) in their responsibilities managing the office of the CEO and senior leadership. This role provides an excellent opportunity to develop administrative skills and gain insight into executive operations. The Junior Executive Assistant will assist with scheduling, administrative tasks, communications, and various ad-hoc projects to ensure efficient workflow. The ideal candidate is resourceful, able to handle confidential information, and committed to supporting our team’s growth and productivity.

$45,760 - $49,920 yearly

• Support the EA in Daily Operations: Assist with day-to-day activities, including coordinating calendars, reviewing calendar agendas, and organizing documents.
• Scheduling & Calendar Management: Help arrange meetings, appointments, and travel itineraries for team members by making reservations and purchasing tickets, making hotel, rental car, and other travel accommodations, ensuring that materials and resources are available at destination locations, resolving travel-related conflicts or scheduling changes, complete and submitting expense reports in a timely fashion, and assist in resolving scheduling conflicts as needed. 
• Communications & Correspondence: Draft, proofread, and send communications on behalf of the EA and executive team as directed, maintaining professionalism in all interactions.
• Document Preparation & Organization: Prepare, edit, and organize documents, presentations, and reports; assist with data entry and record-keeping.
• Meeting Coordination: Help prepare agendas, prepare meeting review notes, and manage follow-up tasks to ensure action items are tracked and completed.
• Event Support: Assist with planning and logistics for company events, meetings, and retreats, including coordinating with vendors, making reservations, and preparing materials.
• Project Support: Participate in special projects as assigned by the EA, managing timelines and following up on deliverables.
• File & Database Management: Organize and maintain digital files, ensuring easy access to important documents and records.
• Office Supplies & Resource Management: Monitor inventory and assist with approving office order supplies, managing resources to support a smooth daily operation, assist with vendor’s communication.

• Spanish - both written and spoken is essential as most communications and daily correspondence is in Spanish.
• Previous experience as an administrative assistant, preferably in a legal setting, is desirable.
• Excellent communication and interpersonal skills to interact effectively with staff and clients.
• Strong organizational and time-management abilities to manage multiple tasks efficiently.
• Proficiency in email management and calendar software (Gmail and Google Calendar).
• Familiarity with immigration legal terminology and basic immigration procedures is an advantage.
• High level of integrity and ability to handle confidential and sensitive information appropriately.

DYADlaw, P.C. - a fast-growing law firm passionate about helping immigrants with their legal status and defining their American Dreams is looking for its next team player.