Executive Assistant & Business Administrator

Job Summary

We are a small litigation law firm in Boca Raton seeking a dependable, organized, and proactive Executive Assistant & Business Administrator to support the day-to-day business operations of the firm. This is a hands-on administrative role for someone who enjoys staying organized, communicating professionally, coordinating schedules, and helping a business run smoothly.

The position focuses on the firm's general business and administrative needs, rather than legal work. Responsibilities include scheduling calls and meetings, assisting with accounts receivable and payment follow-ups, coordinating events, managing routine business correspondence, and helping with various administrative projects as they arise.

The ideal candidate is resourceful, detail-oriented, comfortable communicating by phone and email, and able to take ownership of tasks with minimal supervision. Prior experience in a law firm is not required. We welcome candidates with administrative, executive assistant, office management, customer service, or small-business support experience.

This is a hybrid position requiring in-person work in Boca Raton, with some flexibility for remote work.

Responsibilities

• Scheduling and Coordination: Coordinate calls, meetings, appointments, and calendars; communicate with clients, vendors, colleagues, and other contacts to arrange schedules and confirm details.
• Business Correspondence: Draft and send routine administrative emails, respond to general inquiries, and help ensure communications and follow-up items are handled promptly and professionally.
• Accounts Receivable Support: Assist with invoicing, payment tracking, accounts receivable follow-ups, and maintaining accurate administrative records.
• General Business Administration: Assist with day-to-day business operations, maintain records and spreadsheets, organize information, and help manage routine administrative tasks.
• Office and Event Coordination: Coordinate firm lunches, meetings, office needs, and other internal events; assist with ordering supplies and coordinating vendors as needed.
• Executive Support: Help leadership stay organized by tracking outstanding tasks, coordinating priorities, following up on pending items, and assisting with special projects.
• Other Administrative Support: Take on miscellaneous business and administrative tasks as needed to keep the firm operating efficiently.

Qualifications and Skills

Required

• Strong written and verbal English communication skills, including professional email and telephone etiquette.
• Excellent organizational skills, attention to detail, and reliable follow-through.
• Proficiency with common computer applications, email, calendars, word processing, and spreadsheets.
• Ability to manage multiple tasks, adjust to changing priorities, and work independently.
• Professionalism, sound judgment, and discretion when handling confidential business information.
• Willingness to take on a variety of administrative responsibilities and help wherever needed.

Preferred, but not required

• Experience as an administrative assistant, executive assistant, office administrator, or in a similar support role.
• Experience with invoicing, accounts receivable, bookkeeping, or QuickBooks.
• Familiarity with Microsoft Office, Outlook, electronic signatures, and other business productivity tools.

No prior law firm experience is required.

We are looking for someone with strong administrative skills, a professional demeanor, and a genuine interest in helping a small business operate effectively.

Pay: $22.00 - $30.00 per hour

Expected hours: 15.0 – 40.0 per week

Work Location: Hybrid remote in Boca Raton, FL 33431