Executive Assistant Bence Law Firm, LLC Phenix City, AL Job Details Part-time | Full-time $40,000 - $50,000 a year 1 day ago Qualifications Computer literacy Executive administrative support Data entry Organizational skills Clerical experience Time management Full Job Description Overview We are seeking a dynamic and highly organized Executive Assistant to join our team and provide exceptional support to senior leadership. This role is vital in ensuring smooth daily operations, managing complex schedules, and facilitating effective communication across departments. The ideal candidate will be proactive, detail-oriented, and possess a strong ability to handle multiple priorities with professionalism and enthusiasm. You'll be my right hand. This is not a receptionist job or a desk-only admin role. You'll run errands, manage my calendar, run my inbox, keep projects moving across both companies, and handle the business and personal logistics that eat an owner's day. One year from now, success looks like this: I rarely open my inbox, I never walk into a meeting unprepared, deadlines don't surprise anyone, and I've gained back 10+ hours a week to grow both businesses Duties Manage and coordinate complex calendars, appointments, and meetings for executive leadership, ensuring optimal time management and prioritization Prepare, proofread, and distribute correspondence, reports, presentations, and other documents with accuracy and professionalism Handle incoming calls using multi-line phone systems, directing inquiries efficiently while maintaining excellent phone etiquette Organize and maintain filing systems—both digital and physical—to ensure quick retrieval of important documents Assist with data entry tasks using productivity software such as spreadsheets and word processing tools to support various projects Facilitate office management duties including supply ordering, equipment maintenance, and overseeing front desk operations Support client communication efforts by providing outstanding customer service and timely responses to inquiries What You'll Own Calendar. Build and defend my ideal week. Every meeting you schedule has an agenda, a location or link, and the other person's phone number. Check each day's calendar first thing in the morning and look six weeks ahead so conflicts get solved before they happen. Inbox and messages. Get my inbox to zero twice a day. Flag what needs me, answer what doesn't on my behalf, and cut the noise. Same standard for texts. Our daily check-in. Run a short daily meeting with me from an agenda you keep: calendar, follow-ups, decisions I need to make, and loops you've closed. Bring recommended solutions, not just problems. Projects and follow-through. Keep a master task list across both companies, prepare reports and documents, and follow up with staff, vendors, and partners until things are actually done. Financial admin. Handle deposits, invoices, receipts, and expense tracking, and coordinate with our bookkeeper. Travel and logistics. Book travel with complete itineraries and confirmations in one place. Run errands, handle purchases and gifts, and schedule personal appointments. Experience Proven experience as an Executive Assistant or in a similar administrative role with a minimum of several years of office experience Strong computer literacy with proficiency in Microsoft Office Suite (Word, Excel, PowerPoint), spreadsheets, and data entry software Familiarity with QuickBooks or similar accounting software is a plus for handling basic financial tasks Excellent organizational skills with the ability to manage multiple tasks efficiently in a fast-paced environment Demonstrated experience in office management, clerical support, personal assistant duties, or front desk responsibilities Exceptional communication skills—both verbal and written—with an emphasis on professional phone etiquette and client interaction Strong time management skills with the ability to prioritize tasks effectively while maintaining attention to detail You're Not a Fit If You Need to be told what to do next, every time Think errands are beneath the job Let problems sit quietly instead of raising them early Join us as an Executive Assistant where your organizational prowess will empower our leadership team to excel. We value proactive professionals who thrive on delivering top-tier support through technical proficiency, excellent communication, and unwavering dedication. This paid position offers an exciting opportunity to grow your career within a vibrant organization committed to excellence.

Pay:

$40,000.00 - $50,000.00 per year

Work Location:

In person