Executive Assistant

Are you adept at managing multiple calendars seamlessly, ensuring optimal time allocation and anticipating potential conflicts?

Do you thrive in a fast-paced environment, proactively identifying opportunities to streamline processes and enhance efficiency?

Are you a skilled communicator, capable of fostering clear and effective communication across various levels within the firm, even in a remote setting?

Are you comfortable taking ownership of tasks and projects, ensuring their successful completion while keeping key stakeholders informed and aligned?

Final question: When faced with a challenge, do you get excited or run away?

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**RECRUITERS DO NOT CONTACT**

At Frost Law Firm, PC, our story is not just about legal battles; it's a narrative of resilience, passion, and an unwavering commitment to justice. Founded by the visionary Scott L. Frost, our firm's inception is deeply rooted in a personal tragedy that transformed into a relentless mission for justice. Scott's journey began with his father's heartbreaking struggle with cancer, a consequence of asbestos exposure. This pivotal experience galvanized Scott to establish a law firm with a singular purpose: to be a beacon of hope for mesothelioma patients and their families across the nation. At Frost Law Firm, our team, led by Scott Frost and comprising seasoned attorneys, is driven by a profound empathy for families ravaged by corporate negligence. Specializing in asbestos-related diseases and a spectrum of personal injury cases, our attorneys embody a relentless spirit in championing the rights of those wronged. Our prowess in the courtroom is matched only by our commitment to the community, as evidenced by our active participation in events such as the Lawyers for Warriors fundraiser and the Pacific Mesothelioma Center’s Walk/Hike for Mesothelioma, highlighting our belief in giving back and supporting those in need.

As Frost Law Firm continues its impressive growth trajectory, we recognize the critical need for a highly organized and proactive Executive Assistant to support the dynamic leadership duo of Andrew Seitz, Managing Partner, and Kimberly Manalansan, Chief of Operations.

This position transcends traditional executive support, serving as a linchpin for Andrew and Kim's success and the firm's continued growth. Your contributions will be instrumental in optimizing their efficiency, enabling them to focus on strategic leadership, client acquisition, and innovation. You'll play a key role in expanding our capacity to serve a growing client base and empowering Andrew and Kim to lead with greater focus and strategic foresight.

What you'll do:

• Communication Management: Handle incoming and outgoing communications, including emails and phone calls, ensuring all correspondences are addressed, and that no line of communication is overlooked or falls through the cracks.
• Calendar Maestro: Meticulously manage and optimize three distinct calendars - Andrew's, Kim's, and the firm's docket - ensuring all commitments are strategically scheduled and protected. You'll adeptly navigate these multiple calendars, proactively resolve scheduling conflicts, and implement efficient systems to streamline their demanding schedules. Your ability to prioritize critical tasks and responsibilities will empower them to focus on high-impact activities, driving both their individual success and the firm's overall growth.
• Accountability Support: Provide comprehensive meeting support by capturing detailed minutes and diligently tracking action items. Foster a culture of accountability by proactively following up on task completion and project deadlines, ensuring seamless execution and that nothing falls through the cracks. Your exceptional organizational and communication skills will be instrumental in keeping the team aligned and projects on track.
• Liaison Role: Be a communication catalyst. Serve as a vital link between Andrew, Kim, and the broader team, fostering seamless communication and collaboration. Proactively facilitate the exchange of information, ensuring everyone stays informed and aligned on case strategies, client interactions, and key firm initiatives. Your efforts will optimize Andrew and Kim's engagement and oversight, enabling them to lead effectively and make informed decisions.
• Administrative Support: Assist in organizing documents, scheduling and managing Zoom meetings, and handling other necessary tasks to streamline Andrew and Kim's workload. By efficiently managing these administrative duties, help them reclaim valuable time, allowing them to focus on strategic initiatives critical for the firm's growth.
• Travel Coordination: Manage all aspects of travel arrangements, including booking flights, hotels, and transportation. Ensure all travel details are aligned with their schedule and preferences, providing seamless logistical support that allows them to focus on legal matters and client engagements without distraction.
• Research & Information Retrieval: Efficiently navigate our case management system (Filevine) to gather and organize crucial case information as requested by Andrew or Kim. Your ability to quickly locate and present pertinent data will streamline their decision-making and contribute to the firm's success.
• Supporting the team: Act as a trusted extension of Andrew and Kim, providing essential governance and oversight to ensure their strategic objectives are met. You'll proactively anticipate their needs, streamline their workflows, and serve as a reliable point of contact for internal and external stakeholders. Your keen eye for detail and commitment to operational excellence will make you an invaluable asset in supporting their vision and driving the firm's success.
• Regulatory Requirements of State Bars: Ensuring Andrew is up-to-date and timely with all requirements to stay bared in all applicable states (eight different states, as a matter of fact).
• Reporting: Ensuring to fetch, compile, and distribute key reporting across a variety of departments for Andrew and Kim’s weekly review.

What we're looking for:

• Experience: Seeking a candidate with at least 4+ years of experience as an executive assistant, particularly valuing those who have thrived in executive support roles. Familiarity with the legal sector and previous experience working in a legal setting is particularly advantageous.
• Technical Skills: Proficiency in Microsoft Office Suite (SharePoint, Word, Excel, PowerPoint, Outlook) is crucial. Experience with virtual meeting tools such as Zoom is critical, as well as database tools, such as Dropbox. Additionally, familiarity with case management softwares such as FileVine is a plus.
• Initiative & Resourcefulness: Proactively identify opportunities to contribute beyond assigned tasks, seeking out additional responsibilities and projects from other key players in the firm, particularly during Andrew or Kim's absences or busy periods. Demonstrate resourcefulness and initiative in identifying areas where your skills and expertise can be leveraged to enhance efficiency and support the firm's overall success.
• Communication Skills: Outstanding verbal and written communication abilities for managing correspondence, preparing reports, and effective interaction with staff, clients, and other stakeholders - written communication is of paramount importance and high stakes in a legal setting. Understanding Andrew’s communication style is also critical.
• Organizational Skills: Exceptional ability to manage multiple tasks and projects with high attention to detail. This includes scheduling meetings, managing calendars, organizing events, and maintaining files.
• Problem-Solving Skills: Ability to think critically and solve new problems efficiently, especially when managing complex schedules or handling unexpected issues.
• Professional Attributes: We are looking for a dynamic, approachable, and cooperative, white-glove-service individual who thrives on engaging directly with challenges and adopts a proactive mindset - you could be client-facing at any time.
• Discretion and Confidentiality: Given the sensitive nature of the information handled, discretion and the ability to maintain confidentiality are paramount.

Why you should work here:

• Career Growth: This is a foray into operational growth and development in the firm - legacy planning and ascension - interest in managerial and directorial leadership is paramount.
• Empowering Culture: Be part of a team that values growth and nurtures every member.
• Impactful Work: Engage in work that goes beyond legal representation to impact lives.
• Innovative Environment: Join a firm in a significant phase of growth and scaling, offering dynamic opportunities for personal and professional development.
• Entrepreneurial Operating System (EOS): We operate in the clarity the only EOS can bring - everyone knows where they stand, what actions exist, due dates, and so on.

Benefits and Perks:

• Unlimited PTO (inspired by Netflix)
• Healthcare - 100% covered for individual team member at the initial tier
• 401k
• End of the year bonus

Become an indispensable asset to Frost Law Firm, where your role transcends traditional executive support. You'll be empowered to proactively identify opportunities, streamline processes, and contribute to the firm's strategic growth. Here, you're not just assisting; you're a driving force behind our mission to make a profound impact on the lives of our clients and the legal landscape.