Bilingual Executive Assistant (English/Spanish)

Job Overview

The Executive Assistant will play a critical role in ensuring the smooth operation of the firm by managing various administrative tasks. The ideal candidate will have a strong background in administrative support, excellent organizational skills, and the ability to manage multiple priorities in a fast-paced legal environment. This position is perfect for someone who is proactive, detail-oriented, and enjoys working in a close-knit team.

Key Responsibilities

• Administrative Support: Provide high-level administrative assistance to senior attorneys and the management team, including calendar management, appointment scheduling, and daily coordination.
• Document Management: Prepare, proofread, and filedocuments, correspondence, and reports. Maintain and organize both physical and electronic files in compliance with firm policies.
• Billing and Invoicing: Assist with billing and invoicing for attorneys, ensuring accuracy and timeliness.
• Travel Coordination: Arrange travel, accommodations, and logistics for attorneys and staff as needed. 
• Research and Special Projects: Conduct research as needed, including legal research and administrative tasks. Assist in special projects as requested by the CEO, Director of Operations or Managing Attorney.
• Confidentiality: Maintain confidentiality and discretion in all client and firm-related matters.
• Personal Assistant: Handle personal tasks for CEO as needed.

Required Qualifications

• Proven experience as an Executive Assistant or in a similar administrative role, ideally within a law firm or professional services environment.
• Strong organizational skills and the ability to manage multiple tasks efficiently in a fast-paced environment.
• Exceptional written and verbal communication skills (English and Spanish).
• Tech savvy – Proficiency in Google or Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
• Strong attention to detail and the ability to work independently.
• Professional demeanor with the ability to interact effectively with , attorneys, and other staff members.
• Ability to handle sensitive and confidential information with discretion.
• Ability to handle competing urgent tasks

Preferred Qualifications

• Previous experience in a law firm environment is preferred but not required.
• Knowledge of legal terminology and processes is advantageous.

Personal Attributes

• Self-motivated, with a proactive approach to identifying and solving problems.
• Flexible and adaptable, with the ability to manage competing priorities.
• A team player who is also capable of working independently.
• A positive, can-do attitude with excellent interpersonal skills.

Note to Recruiters and Third-Party Agencies:
We truly appreciate your interest and the work you do to support talent acquisition. However, at this time, we are not engaging with external recruiters or third-party agencies for this role. Thank you for respecting our process.

Background Check Requirement:

A background check is required for this position.

Candidates must have legal authorization to work in the United States. Employment eligibility will be verified through E-Verify.

Equal Opportunity Employer Statement:

Rivas & Associates is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.