Executive Administrative Assistant

Quintairos, Prieto, Wood and Boyer, P.A.•Pinecrest, FL

About The Position

We are seeking a highly organized, proactive, and detail-oriented Executive Administrative Assistant to provide direct support to our Chief Revenue Officer. This individual will serve as the central point of coordination for communications, scheduling, and cross-departmental follow-up, ensuring priorities move forward efficiently across the organization. The ideal candidate is an exceptional communicator who thrives in a fast-paced environment, can quickly identify priorities, and is comfortable interacting with executives, attorneys, and staff across multiple departments.

Requirements

3+ years of experience supporting senior executives or leadership teams.
Exceptional written and verbal communication skills.
Strong organizational skills with the ability to manage multiple priorities simultaneously.
Excellent judgment and discretion when handling confidential information.
Ability to work independently with minimal supervision.
Strong follow-through and accountability.
Advanced proficiency in Microsoft Outlook, Excel, Word, and Teams.
Experience managing executive calendars and email correspondence.
Comfortable learning new software and internal systems.

Nice To Haves

Experience in a law firm or other professional services environment.
Experience coordinating recruiting, onboarding, or project management initiatives.
Familiarity with CRM or applicant tracking systems.

Responsibilities

Manage and prioritize a high-volume executive inbox, ensuring emails are addressed, delegated, or responded to in a timely manner.
Review incoming communications and route requests to the appropriate departments while tracking progress to completion.
Manage and maintain the executive calendar, scheduling internal and external meetings while resolving conflicts and optimizing availability.
Coordinate the recruiting pipeline, including tracking prospective lateral attorneys, practice groups, interviews, follow-up items, and onboarding milestones.
Monitor the status of incoming groups and office launches to ensure all departments remain on schedule and action items are completed.
Prepare, run, and distribute simple operational and financial reports using Excel and internal systems.
Prepare meeting agendas, take notes when needed, and follow up on outstanding action items.
Coordinate communication between executive leadership and departments including Human Resources, Finance, IT, Operations, Marketing, and Recruiting.
Maintain trackers, dashboards, and spreadsheets to monitor projects, recruiting activity, and operational initiatives.
Assist with special projects and administrative tasks as assigned.
Anticipate needs, identify potential issues before they arise, and proactively recommend solutions.