Bilingual- Entry Level Executive Assistant

Location: Tulsa, OK – On-site

About Us:

At Rivas & Associates, we pride ourselves on providing personalized legal services in a dynamic and collaborative environment. As a growing law firm, we value professionalism, efficiency, and exceptional client service. We are seeking a talented and highly organized Bilingual - Entry Level Executive Assistant ( English/Spanish) to join our team and provide comprehensive administrative support.

Job Overview:

The Executive Assistant will play a critical role in ensuring the smooth operation of the firm by managing various administrative tasks. The ideal candidate will have a strong background in administrative support, excellent organizational skills, and the ability to manage multiple priorities in a fast-paced legal environment. This position is perfect for someone who is proactive, detail-oriented, and enjoys working in a close-knit team.

Key Responsibilities:

Administrative Support: Provide high-level administrative assistance to senior attorneys and the management team, including calendar management, appointment scheduling, and daily coordination.
Client Interaction: Serve as a point of contact for clients, responding to inquiries, scheduling meetings, and ensuring clients' needs are met in a timely manner.
Document Management: Prepare, proofread, and file legal documents, correspondence, and reports. Maintain and organize both physical and electronic files in compliance with firm policies.
Office Management: Handle office supplies, equipment, and vendors. Ensure the office is well-maintained and that day-to-day operations run smoothly.
Billing and Invoicing: Assist with billing, invoicing, and timekeeping for attorneys, ensuring accuracy and timeliness.
Travel Coordination: Arrange travel, accommodations, and logistics for attorneys and clients as needed.
Research and Special Projects: Conduct research as needed, including legal research and administrative tasks. Assist in special projects as requested by the managing partner.
Confidentiality: Maintain confidentiality and discretion in all client and firm-related matters.

Required Qualifications:

Proven experience as an Executive Assistant or in a similar administrative role, ideally within a law firm or professional services environment.
Strong organizational skills and the ability to manage multiple tasks efficiently in a fast-paced environment.
Exceptional written and verbal communication skills. ( English and Spanish)
Teck savvy - Proficiency in Google or Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and legal management software (e.g., Clio, PracticePanther, or similar).
Strong attention to detail and the ability to work independently.
Professional demeanor with the ability to interact effectively with clients, attorneys, and other staff members.
Ability to handle sensitive and confidential information with discretion.
Strong communication skills ( in both English & Spanish)

Preferred Qualifications:

Previous experience in a law firm environment is preferred but not required.
Experience with timekeeping and billing software is a plus.
Knowledge of legal terminology and processes is advantageous.

Personal Attributes:

Self-motivated, with a proactive approach to identifying and solving problems.
Flexible and adaptable, with the ability to manage competing priorities.
A team player who is also capable of working independently.
A positive, can-do attitude with excellent interpersonal skills.

Compensation and Benefits:

Competitive salary based on experience.
Health, dental, and vision insurance.
Paid time off (PTO) and holidays.
Professional development opportunities.
Collaborative and supportive team environment.

Background check is required

Notice:

This position is a direct hire. We are not partnering with any third-party staffing agencies or third-party recruiters for this role. Any candidates submitted by any third party will not be considered. Rivas & Associates will not be responsible for any fees regarding unsolicited candidates.

Equal Opportunity Employer Statement:

Rivas & Associates is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.

Rivas & Associates PLLC

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