Job Description

WHO WE ARE

We are a fast-growing immigration law firm in San Antonio. We work as a team; we love our clients and pride ourselves in our dedication to helping families stay together. Our CEO and COO also starting their personal branding in the hope of further empower our communities.

ABOUT THE ROLE:

We are searching for a highly organized and efficient Executive Personal Assistant to join our team in San Antonio, TX. This role is best suited for someone who lives on the West Side of San Antonio , preferably within a 20-minute drive of Helotes , as it will require periodic in-person support and responsiveness. The ideal candidate will be an exceptional organizer and communicator, capable of managing complex schedules, coordinating travel, and handling day-to-day administrative tasks to support the COO. This role requires a proactive individual with a strong ability to prioritize and manage multiple tasks and work independently. The Executive Personal Assistant will play a crucial role in ensuring the COO's operations run smoothly and efficiently, making it an excellent opportunity for someone looking to make a significant impact in a fast-paced environment.

Responsibilities:

● Administrative Support: Provide comprehensive administrative support to the COO, including managing email correspondence, preparing reports, and handling confidential documents with discretion.

● Schedule Management: Maintain and manage the COO's calendar, ensuring efficient allocation of time for meetings, appointments, and travel. Prioritize and reschedule meetings as needed to accommodate urgent requests.

● Travel Coordination: Arrange all aspects of travel for the COO, including flights, accommodations, and itineraries, ensuring seamless and efficient travel experiences. Handle any travel-related issues that may arise promptly.

● Meeting Preparation: Prepare meeting agendas, provide necessary documentation, and take detailed minutes during meetings. Follow up on action items to ensure timely completion.

● Communication Liaison: Act as the primary point of contact between the COO and internal/external stakeholders. Facilitate smooth communication and respond to inquiries on behalf of the COO when appropriate.

● Project Assistance: Assist with project management duties, coordinating between different teams, and ensuring deadlines are met. Provide support in the execution and monitoring of project plans.

● Event Planning: Organize and coordinate events, conferences, and meetings, managing logistics from planning to execution, including venue selection, catering, and attendee management.

● Expense Management: Process expense reports and manage budgets related to the COO's office, ensuring accurate and timely reporting.

● Confidentiality: Uphold the strictest levels of confidentiality regarding the personal and professional matters of the COO and the organization.

● Team Collaboration: Work closely with other administrative staff to ensure a cohesive approach to office management and support. Contribute to creating a positive and efficient work environment.

Schedule:

• 8 hour shift
• Monday to Friday
• Weekends as needed

Job Type: Full-time

Pay: $55,000.00 - $60,000.00 per year

Requirements

• 2-3 years of experience as a Personal Assistant or in a similar role, preferably with experience supporting executive-level management.
• Self-motivated with the ability to work effectively with little to no supervision.
• Fluent in English and Spanish.
• Strong organizational skills and exceptional attention to detail.
• High degree of honesty, integrity, and discretion.
• Capacity to handle multiple tasks and adapt to changing situations.
• Valid driver’s license and comfortable with local travel. Passport ready preferred.

Benefits

• 401(k)
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

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