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Client Service & Executive Assistant

TBD - 3.6

South Pasadena, CA Job Details Full-time $30 - $40 an hour 1 day ago Qualifications Written communication Email management Virtual client meetings Serving clients High school diploma or GED Face-to-face client meetings Email support Client interaction via phone calls Full Job Description About Us We are a small estate planning law firm in South Pasadena looking for a dependable, organized, personable, and highly responsible Client Service & Executive Assistant . Because of our size, this is a broad role. It combines client service, prospective-client follow-up, office administration, executive assistance, and occasional personal assistance to the firm's partners on an as-needed basis. We are looking for someone who takes pride in doing that work exceptionally well. More than any particular credential or background, we care about reliability, judgment, integrity, attention to detail, warmth, initiative, organization, and consistent follow-through. The right person will have a service-oriented mindset and genuinely enjoy making things easier for the people they support. You should take satisfaction in keeping an office organized, helping clients, anticipating needs, closing open loops, and making sure things get done. What You'll Do Your responsibilities will include: Answering incoming telephone calls and communicating warmly and professionally with clients and prospective clients Following up with prospective clients by telephone, email, and text Consistently following up with prospective clients who have not yet scheduled or retained the firm in accordance with the firm's follow-up procedures Helping prospective clients schedule consultations and take the appropriate next step with the firm Scheduling appointments and helping manage the firm's calendar Following up with existing clients regarding outstanding information, documents, appointments, outstanding invoices, and next steps Monitoring outstanding tasks and making sure matters do not fall through the cracks Preparing, printing, scanning, organizing, and assembling estate planning documents Preparing documents and the office for client signing appointments Maintaining accurate and organized electronic and physical files Sending routine client communications and reminders Updating prospective-client and client information in the firm's software systems Ordering and maintaining office supplies Keeping the office, conference areas, kitchen, work areas, and other common areas clean, organized, professional, and ready for clients Maintaining a hospitable environment for client meetings by offering clients refreshments and greeting clients upon arrival Straightening and organizing the office as needed throughout the workday Helping identify problems before they become larger ones Anticipating routine administrative needs and helping make the partners' workdays more organized and efficient Occasionally assisting partners with reasonable personal errands, scheduling, research, purchases, appointments, or similar tasks Assisting with other administrative, client-service, and office responsibilities as needed The Kind of Person We're Looking For We are looking for someone who likes being the person others can depend on. The person who succeeds in this position will: Follow written and verbal instructions carefully Follow through consistently without needing repeated reminders Take ownership of responsibilities rather than simply waiting for the next assignment Keep track of unfinished matters until there is a clear resolution or next step Be comfortable proactively contacting prospective clients, including making outbound telephone calls Understand that good follow-up sometimes requires multiple attempts over time Notice when something does not look right and ask questions Look for things that need attention without expecting to be told about every small task Communicate warmly and professionally with clients and prospective clients Be comfortable making and receiving telephone calls Write clear, professional emails and text messages Be highly organized and comfortable keeping track of multiple open items Be comfortable with repetitive administrative work when accuracy matters Be willing to handle everyday office tasks, including cleaning, organizing, maintaining supplies, and preparing the office for clients Be comfortable occasionally assisting the partners with reasonable personal tasks Look for appropriate ways to make the partners' lives easier and the firm operate more efficiently Take ownership of mistakes, communicate about them openly, and correct them promptly Suggest improvements when appropriate while recognizing that changes to established procedures should be discussed before being implemented Have a desire to continuously improve skills Partnership and Business Mindset A small professional-services business works differently from a large organization. There are fewer layers, and every person's performance has a noticeable effect on the business. We therefore want someone who thinks beyond simply completing a list of assigned tasks. The right person understands that excellent client service, prompt responses, diligent prospective-client follow-up, accurate work, and efficient administration all contribute to the success of the firm. You do not need prior legal experience but you should have an intrinsic understanding that for a small business to continue serving its clients, accomplishing its mission, and providing meaningful employment, the business must be successful. That means prospective-client inquiries matter. Client satisfaction matters. Wasted time and unnecessary expenses matter. Following through matters. We are looking for someone who takes appropriate ownership of their role and cares about the success of the organization they work for. Qualifications Strong written and verbal communication skills Excellent attention to detail and organizational skills Comfortable communicating by telephone, email, and text Comfortable using Microsoft Word, Outlook, and web-based software Prior administrative, executive-assistant, customer-service, hospitality, professional-office, medical-office, financial-services, or legal-office experience preferred Experience with telephone-based customer service, appointment scheduling, prospective-client follow-up, or executive/personal assistance is a plus High school diploma required; college coursework or degree welcome but not required Ability to reliably work full-time in our South Pasadena office

Pay:

$30.00 - $40.00 per hour Expected hours: 40.0 per week Application Question(s): This position is full-time and in person in South Pasadena, Monday through Friday from 8:30 a.m. to 5:00 p.m. Are you able to reliably work this schedule? Why are you interested in this particular position? This is a very small office. Part of the position involves ordinary administrative tasks such as organizing supplies, straightening the office, preparing meeting rooms, and helping keep the workplace clean and professional. How do you feel about these responsibilities being a regular part of your job? Because you will work closely with the partners of the firm, you may occasionally be asked to assist with reasonable personal tasks, such as scheduling an appointment, making a purchase, conducting research, or handling an errand. How do you feel about this being part of the position? Please correct or improve the following email as though you were sending it to a client: "Hi John, just following up again regarding the documents we sent you. We haven't heard back yet. Please let us know what you want to do so we can move forward."

Work Location:

In person