Assistant to President of Operations

About the Role

We are seeking an exceptional Assistant to support the President of operations of a fast-growing law firm. This is not a typical administrative position. We are looking for someone who thrives in a fast-paced environment, anticipates needs before they arise, solves problems independently, and enjoys creating order from complexity. This role blends executive support with personal assistance. One moment you may be coordinating a multi-office expansion or managing executive meetings, and the next you may be arranging travel, coordinating home vendors, or picking up supplies for an event.

Responsibilities

• Manage a complex executive calendar and schedule priorities
• Coordinate meetings, travel, and appointments
• Screen and prioritize emails and communications
• Prepare agendas, reports, and meeting materials
• Track projects, deadlines, and follow-up items
• Coordinate with attorneys, managers, vendors, and clients
• Assist with office expansion projects and vendor management
• Research solutions and present recommendations
• Handle highly confidential information with discretion

Personal Assistance

• Coordinate personal appointments and family schedules
• Run local errands and pick up supplies
• Manage household vendors and maintenance appointments
• Coordinate travel itineraries and reservations
• Purchase gifts, office supplies, and personal items
• Assist with event planning and special projects
• Help organize both business and personal priorities

Qualifications

• Minimum of 3 years of executive assistant, office management, or comparable administrative experience
• Excellent written and verbal communication skills
• Good with children
• Strong proficiency with Microsoft Office
• Valid driver's license and reliable transportation
• Ability to lift and transport packages up to 25 pounds
• Local travel throughout the Tampa Bay area as needed

Preferred Skills

• Supporting a business owner or executive
• Project coordination
• Event planning
• Vendor management
• Calendar management
• Professional services or law firm experience

Ideal Candidate Traits

• Highly organized and detail-oriented
• Resourceful and proactive
• Calm under pressure
• Professional and polished
• Trustworthy and discreet
• An excellent communicator
• Comfortable juggling multiple priorities
• Able to work independently with minimal supervision
• Tech-savvy and quick to learn new systems

Zoecklein Law participates in the federal E-Verify program. Upon hire, all employees will be required to complete Form I-9 and provide documentation verifying their identity and authorization to work in the United States.