Administrative Assistant

Lotane & Associates P A•Cocoa, FL

7d•Onsite

About The Position

Lotane & Associates, P.A., a debt collection and subrogation law firm in Cocoa, Florida, is seeking an Administrative Assistant to provide dedicated, high-level support to the Director of Operations. The role coordinates the Director’s calendar, communications, meetings, deadlines, and daily priorities. The Administrative Assistant is expected to handle sensitive information with discretion, anticipate needs, and communicate professionally with employees, clients, vendors, and other stakeholders. This is an in-office position, not a remote opportunity. The schedule is Monday through Friday, 8:00 a.m. to 5:00 p.m., with a one-hour lunch break and two 15-minute breaks. Nights and weekends are off.

Requirements

High school diploma or GED required.
Previous administrative support experience required.
Excellent written communication, proofreading, and professional correspondence skills.
Strong calendar management, prioritization, follow-through, and meeting coordination skills.
Sound judgment, discretion, confidentiality, and ability to work independently.
Proficiency in Microsoft Outlook, Word, and PowerPoint.
Comfort working closely with leadership and adjusting quickly to changing priorities.

Nice To Haves

Associate degree or relevant administrative training.
Experience directly supporting a senior leader or executive.
Familiarity with Monday.com.

Responsibilities

Manage and maintain the Director of Operations’ calendar, appointments, meetings, conference calls, and scheduling priorities.
Monitor, organize, and prioritize the Director’s email and incoming requests, escalating time-sensitive matters appropriately.
Draft, proofread, and prepare emails, memos, reports, presentations, and correspondence on behalf of the Director.
Screen and coordinate meeting requests to protect the Director’s time and support effective prioritization.
Serve as a professional liaison for the Director with internal leadership, employees, clients, partners, and vendors.
Coordinate travel arrangements, itineraries, and accommodations as requested.
Prepare meeting agendas, supporting materials, and briefing documents.
Attend assigned meetings, take accurate notes, prepare minutes, and distribute action items.
Track follow-ups, deadlines, and assigned deliverables on behalf of the Director.
Maintain the Director’s administrative project trackers and provide proactive status updates, including in Monday.com.
Conduct research and prepare information to support the Director’s decisions and initiatives.
Maintain organized executive records, contact lists, and confidential documents.
Anticipate administrative needs, identify scheduling conflicts, and recommend practical solutions.
Adapt to changing priorities and complete assignments accurately and on time.
Maintain strict confidentiality, professional judgment, and appropriate boundaries when acting on the Director’s behalf.
Complete other duties assigned by the Director of Operations.
Collaborate with and assign tasks to the Office Assistant.

Benefits

Employee-paid vision and dental insurance.
Employee-paid AFLAC supplemental plans, including coverage for accidents and short-term disability.
Employer-paid $20,000 life insurance policy.
401(k) retirement plan with company matching after one year of employment.
Paid time off.
Nine paid holidays annually.
Volunteer Time Program offering additional PTO for community service.
Employee Assistance Program with confidential counseling and support services.
Tuition reimbursement eligibility after one year of employment for approved courses, up to a designated amount.
Employee discount programs.