ABOUT THIS POSITION:

Silva & Santos, PC, a dynamic law firm specializing in real estate closings and personal injury law, is seeking a highly organized, proactive Administrative Assistant to join our team. This temporary to permanent, immediate opening offers competitive compensation, a comprehensive benefits package, and opportunities for professional development. If you are detail-oriented, efficient, and thrive in a fast-paced environment, we encourage you to apply.

QUALIFICATIONS:

• Proficiency in Microsoft Outlook, Word, and Excel
• Strong written, verbal, and telephone communication skills
• Excellent organizational and problem-solving abilities
• Fluency in Haitian Creole preferred
• Prior experience as an Administrative Assistant or Personal Assistant preferred
• Strong project coordination and multitasking skills
• Professional phone etiquette and interpersonal skills
• Ability to accurately transcribe, type, and file documents
• Experience in office management and/or event planning is a plus

• Attorney Support: Manage attorneys’ calendars, schedule meetings, and coordinate billing setups for new clients with attorney approval.
• Project Management: Assist in planning, organizing, and executing legal projects, ensuring all deadlines and documentation requirements are met.
• Technology Support: Troubleshoot basic technical issues to improve daily operations and workflow.
• Client Communication: Act as a primary liaison for clients; prepare legal documents, handle correspondence, and ensure smooth communication between attorneys and clients.
• Office Operations: Manage office supplies, vendor relationships, and maintain a professional and organized work environment. Handle incoming and outgoing communications on behalf of the firm’s staff.
• Document Management: Organize and maintain both electronic and physical filing systems; ensure secure storage and easy retrieval of documents.
• Billing Coordination: Set up billing for new clients following attorney approval. Monitor unbilled time and accounts receivable; assist with collections as needed. Manage eBilling processes via vendor platforms, including timekeeper setup and invoice submissions. Review matter setup and billing rates to ensure compliance with client agreements.
• Administrative Support: Draft correspondence, prepare reports, and assist with special projects and general administrative tasks as needed.