Administrative secretary jobs in Hialeah, FloridaCreate job alerts

Job DescriptionBenefits: • 401(k), • 401(k) matching, • Bonus based on performance, • Competitive salary, • Dental insurance, • Free food & snacks, • Health insurance, • Paid time off, • Profit sharing, • Training & development, • Competitive salary commensurate with experience., • Comprehensive benefits package., • Paid time off and holidays. Responsibilities • Schedule and manage physician appointments, conferences, and other professional commitments., • Organize, maintain, and update patient medical records in compliance with HIPAA guidelines., • Draft, edit, and manage correspondence, reports, and office documents., • Monitor and respond to professional emails in a timely and organized manner., • Answer and direct incoming phone calls related to administrative and scheduling matters., • Assist with the preparation of invoices, forms, and reports as needed., • Track deadlines, follow up on pending items, and maintain office calendars., • Strong customer service skills, • Excellent organizational skills, • Attention to detail, • Previous office experience desired, • Proficiency with Microsoft Office Suite (Word, Excel, Outlook) and familiarity with electronic health record (EHR) systems., • Excellent written and verbal communication skills., • Strong organizational skills and attention to detail., • Ability to handle multiple priorities and meet deadlines.

Job Description We are seeking an Executive Assistant to join our team! You will provide high-level administrative support for an Executive at our company. Responsibilities: • Handle administrative needs of Executive, • Arrange conference calls and meetings, • Plan work-related travel details, • Receive visitors, • Train and supervise lower-level clerical staff, • Previous experience as an executive secretary, administrative assistant, or in other related fields, • Strong organizational skills, • Ability to prioritize and multitask, • Strong attention to detailCompany DescriptionProperty Management companyProperty Management company

LOCATION: 5301 Waterford District Drive, Suite 200, Miami, FL 33126 The team is compromised of multiple roles and levels including Legal Administrative Support, Legal Secretary, and Paralegal. Responsibilities of a Legal Secretary include, but are not limited to: Apply specialized knowledge of leg

Job DescriptionAscension Global Staffing & Executive Search, a Hispanic Women Owned & Operated National Recruiting Firm stands at the forefront of innovation and excellence. Led by a visionary team with a deep commitment to diversity and inclusion, our firm is dedicated to identifying and attracting top talent across the nation. With a unique blend of cultural insight and professional expertise, we pride ourselves on creating an environment that fosters success for both employers and candidates.Ascension Global Staffing & Executive Search is seeking a Legal Assistant/Legal Secretary for its client's Miami office. Ideal candidates will have experience supporting corporate lawyers/partners (versus Litigation professionals) – if you have Litigation experience, that would be nice, however, this individual needs to be comfortable with highly repetitive administrative tasks (and we prefer individuals with extensive experience supporting professionals in corporate practice area groups). We’re open in regards to years of experience (though 3-5 years in a legal secretary type role – including Legal Assistant, Paralegals would be preferred). Estimated target salary range: *$61,000 - $92,000. Interview process: *Two rounds of interviews (first round will likely be virtual and last 50 minutes; second round will likely last 30-60 minutes and take place onsite in our client's Miami office); details are still TBD and we will specify in our request. *The first round interview will include a skill assessment. Skill assessment: *Our recruiting process will include a skill assessment as part of the first round interview, and will consist of typing, proofreading, filing, Word, Excel, PowerPoint, and Outlook. You will have 90 minutes to complete the assessment and it will be administered remotely. *The assessment link will be sent to the candidate via email and must be completed in one session utilizing a laptop or desktop computer. The assessment is generally scheduled to be completed before the interview, and we will provide a due date based on your candidate's availability. After your candidate receives the assessment link, the assessment can be completed at any time before or on the due date.

Salvation Army - [Administrative Assistant / Secretary] As a Receptionist at Salvation Army, you'll: Answer phone, return calls, and transfer calls; Greet those who walk through door; Guide people where they need to go; Forward calls, take messages, and refer to correct internal departments; Write a

PrideStaff - 565600 [Administrative Assistant / Secretary] As a Receptionist at PrideStaff, you'll: Greet and accommodate visitors; Be proficient in MS Office Suite; Answer multiple phone lines; Support other departments assisting them with administrative tasks; Acquire office and/or kitchen supplie

Hyundai Dealership - JobID: 200-103332 [Administrative Assistant / Secretary] As a Receptionist/Cashier at Hyundai, you'll: Assist with answering customer inquiries and problems by routing customer to the appropriate contact and/or department; Administer Customer Satisfaction Index questions to cust

AutoNation - AutoNation Ford Miami [Administrative Assistant / Secretary] As a Receptionist at AutoNation, you'll: Receive incoming calls, determine the nature of each call and direct the caller to the appropriate person or department; Answer basic inquiries and take messages; Meet and greet custome

CGS is seeking an experienced Legal Secretary to provide high-level administrative, clerical, and legal support for Greenburg Traurig, a large global law firm. Legal Secretary - Commercial Direct Placement - Greenburg Traurig. Minimum 10 years of experience in a law firm as a Litigation legal secret

Job DescriptionFlorida Physician Group Office Coordinator FPG Surgical Services Specialist Hialeah 7100 W 20th Ave #107 Hialeah, Florida 33016 Position Summary • This position is to function as a member of the administration team and completes assigned daily practice tasks to ensure smooth day to day operations in the FPG physician practice., • The Office Coordinator backs up the Practice Manager and assists with all practice and administrative operations and takes on special projects in the office as assigned. Organizes and schedules the workflow, assuring maximum use of OR time Provides superior customer service to internal and external Physicians and patients Communicates pre-procedure information to patient which may include date of procedure; arrival time; pre-procedure instructions (medication instructions, arrival instructions, directions to hospital, pre-admission instructions answer patient questions regarding procedure) Collect's the copay, coinsurance and deductible for surgeries and procedures Obtains insurance authorization of all procedures and surgeries Charge post's all Provider charges related to the Hospitals The Scheduler will take on different and/or additional responsibilities as needed and deemed necessary by the Practice Manager. Provides a high level of customer service to all new and existing patients of the practice. Responsible to assist the Practice Manager with all practice operations Responsible to ensure new staff are trained and ready to work at the front desk. Responsible to obtain prior authorizations and/or insurance referrals as per practice need. Ensures all daily tasks are completed and that someone is always responsible to perform pre- visit planning. Works with Practice Manager to coordinate staff Schedules. Runs daily/weekly huddles in absence of Manager. Assists practice administrative and clinical staff with operational needs. Assist as requested with quality measures by way of appointment booking or list management. Responsible to place orders for administrative supplies as needed. Works with front desk staff who are not meeting copay and prior balance collection targets. Follows up with providers on missing slip and creates claims in Athena. Responsible to work assigned revenue cycle buckets as directed. Performs work in EMR buckets as directed and per practice need. Monitor clinical inbox buckets to ensure they are being worked. Must be able to work independently with little supervision. Adheres to FPG policies. Always uses discretion to ensure patient confidentiality. Performs other duties as requested. Skills • Strong customer service excellence, • Excellent communication and interpersonal skills Bilingual English/Spanish preferred, • Microsoft Office, Word, Excel, and, and outlook.Education & Experience, • High School Diploma or equivalent, • Experience with Athena, • 3+years'experience as a Medical Secretary Must be able to pass Background and Drug Test screenings.

Job Description POSITION PURPOSE: The Executive Secretary and Student & Clinical Programs Coordinator is responsible for executing and processing the administrative and clerical duties as required by the CMO. This position also acts as liaison with the general public and is the first point of contact between CHI and Student Organizations/Universities. The person in this position will coordinate all student educational activities, and maintain organization and records for the program. Manage all communication regarding student inquiries. Assist faculty members in managing daily operations of clerkships. Organize and maintain data on students to allow for on-going information and tracking. Write reports and prepare presentations about the academic program, instructional activities, and program planning. Develop all student rotation schedules. Assist Chief Medical Officer (CMO)/Chief Academic Officer (CAO) with the administration and communication of the medical student academic program and policies. Collaborate with CMO and Medical Directors tto develop standardized training programs and rotations. Serve as a liaison with other departments to communicate information regarding the academic program. Assist CMO and Leadership with Clinical Grant Writing activities. Regularly provide leadership staff with reporting updates, and participate in cross-functional team meetings. Assists CMO and senior staff with ensuring compliance with The Joint Commission, HRSA, and FTCA requirements. Analyze quantitative and qualitative data to produce reports for internal and external use. POSITION REQUIREMENTS / QUALIFICATIONS: Education/Experience: Bachelors Degree in Business Administration or Health Administration with at least ten (10) years general business management, process improvement, and contract management experience (or combination thereof). Must have at least three (3) years experience in Health Care atmosphere, preferably in a Community Health Center. Licensure / Certification: Business and computer training, understands medical terminology. CPR Certification from the American Heart Association. Skills / Ability: Ability to exercise sound judgment in resolution of specific administrative tasks. Ability to take and transcribe dictation and minutes at a high rate of accuracy and speed. Word process at 45 and above WPM, knowledge of computer software such as Word and Excel. POSITION RESPONSIBILITIES (THIS IS A NON-EXEMPT POSITION) The incumbent serves under the direction and supervision of the Chief Medical/Academic Officer. Provides administrative support to the Chief Medical/Academic Officer. Type’s memos, letters, reports, contracts and agreements and other material as requested from written material, Dictaphone or stenography. Records, edits and accurately transcribes minutes from committee and board meetings. Files various administrative documents, maintains files in accordance with established administrative systems, and accesses records upon request. Schedules appointments and meetings for supervisor within established guidelines. Assist callers and visitors by evaluating requests for services correctly and contacting the person or agency to meet their needs. Answers telephone, takes messages and relays information, displaying courtesy, tact and diplomacy. Audits and prepares payment requests. Acts as liaison with departments at JMH, JMH South and Homestead Hospital on medical staff matters. Assembles materials for the CHI Joint Conference Committee, Primary Care Committee, Clinical Directors Committee, and HPS Credentialing/Executive Committees. Organize and maintain data on students to allow for on-going information and tracking Administer academic policies and advise faculty, staff, and students on policy matters Provide administrative support to the CMO in matters relating to student programs Evaluate student inquiries and provide competent answers without CMO/CAO guidance Assist the faculty members in managing daily operations of clerkships; organize and prioritize necessary tasks, initiate changes, and resolve issues as they arise Create the conference lecture schedules for clerkships Manage the needs of each lecture, including materials, equipment needs, catering, and feedback to lecturer Manage student and faculty evaluations, and process appropriate paperwork Regularly communicate with Student organizations/universities regarding concerns or issues, as needed Write reports and prepare presentations about the academic program, instructional activity, program planning, etc. Develop the rotation schedule, with the Medical Directors, for all medical students Work with COO, CMO/CAO, and Director of Logistics regarding space requirements for academic program. Serve as a liaison with other departments regarding the academic program Assist CMO/CAO with Leadership and Clinical Grant Writing Activities, as requested Works with CMO/CAO and Medical Directors to develop standardized training programs and rotations. Develops reports and informational packages, as requested, for presentation at Senior Leadership meetings. Assists CMO/CAO and senior staff with ensuring compliance with The Joint Commission, HRSA, and FTCA requirements Participate in cross-functional team meetings and work groups. Attends meetings on behalf of the CMO/COA and Medical Leadership. Works on targeted performance projects/issues as requested. Analyze quantitative and qualitative data to produce reports for internal and external use. Adheres to Confidentiality Policies and Procedures / HIPAA Regulations. Reports to work on time and ready to work with minimal absenteeism. Performs other administrative duties as assigned.

Job DescriptionAscension Global Staffing & Executive Search, a Hispanic Women Owned & Operated National Recruiting Firm stands at the forefront of innovation and excellence. Led by a visionary team with a deep commitment to diversity and inclusion, our firm is dedicated to identifying and attracting top talent across the nation. With a unique blend of cultural insight and professional expertise, we pride ourselves on creating an environment that fosters success for both employers and candidates. A well-established international law firm is seeking a talented Executive Legal Assistant to support attorneys in the Litigation and Corporate practice groups in its Miami office. The ideal candidate will have 5+ years of legal secretarial experience, including E-Filing proficiency, and demonstrate a positive, collaborative attitude, sound judgment, and the ability to thrive under pressure. Key Responsibilities: * Draft, revise, and format legal documents, correspondence, memoranda, and emails * Perform administrative tasks such as expense reports, check requests, invoicing, and time entry * Handle E-Filing in State and Federal courts * Manage and maintain client files and attorney calendars * Schedule appointments and coordinate meetings, travel, and conferences * Serve as a point of contact for client communications and inquiries * Perform general office duties including filing, mailing, and phone support * Collaborate effectively with attorneys, paralegals, and staff * Stay current on office procedures and technology tools Qualifications: * Associate’s degree or equivalent experience (3+ years in a legal secretary role preferred) * Bilingual (English/Spanish) * Excellent typing, proofreading, and document formatting skills * Strong attention to detail and organizational ability * Prior experience with litigation support and electronic court filing * High level of professionalism and interpersonal skills * Ability to manage multiple priorities and deadlines * Familiarity with document management systems (e.g., iManage) * Proficient in Microsoft Office Suite (Word, Outlook, Excel, PowerPoint) and general tech tools Compensation: This position offers a competitive salary and a comprehensive benefits package.

Job Description Legal Secretary #4163 Lawyer Regulation | Miami Minimum starting salary $42,751.09 with an excellent benefits package including employer paid pension contribution | Employees of The Florida Bar are eligible to apply for the Public Service Loan Forgiveness Program (PSLF). Summary function: This is highly responsible work performing a variety of duties by providing administrative and secretarial assistance to bar counsels. Required minimum education: High School Diploma (or its equivalency). Required minimum professional work experience: Five (5) years of progressively responsible secretarial experience. Essential Duties and Responsibilities: Maintains and monitors disciplinary files in the case management system (importing emails, check scanned documents, updating data, etc.). Types and finalizes drafted pleadings and correspondence. Sets up monthly grievance committee meetings, maintains member lists, assists committee members, and posts files to GC web page. Answers telephone and makes case notes in the case management system regarding call. Maintains bar counsels calendars, sets up meetings and hearings, and updates calendar daily. Receives and routes incoming mail which requires checking all scanned mailed documents for accuracy in the case management system. Misc. (Prepare bar counsel weekly expense report in Excel, update Supreme Court Board, update referee logs in Word, change toner in equipment, add paper to equipment, prepare closed files for scanning which requires redacting all confidential information, drafts correspondence for bar counsel). Other duties as assigned. Knowledge: • Correct spelling, punctuation and grammar, • Standard business formats and styles, • Adobe Acrobat, • Legal terminology, • Style and format of legal pleadings, • Office procedures and practices, • Computers, printers, facsimile machines, copiers, and scanners. Skills: • MS Office (Outlook, Word and Excel), • Use of databases, • Basic arithmetic, • Use of personal computer Abilities: • Type sixty (60) correct words per minute, • Pay attention to detail, • Type letters, memoranda and pleadings in correct format, • Create ADA compliant forms and documents using Adobe, • Organize and prioritize work, • Communicate effectively and professionally, both verbally and in writing, • Handle multiple tasks, • Operate well under pressure and in a team atmosphere, • Tactfully manage difficult situations, • Demonstrate initiative in group projects and individual settings, • Consistently provide an excellent service-oriented attitude, • Sit for long periods of time, • Hear and converse over the telephone, and key/work frequently on a computer., • Lift 5 to 10 lbs Please notify HR, in advance, if you need reasonable accommodations to participate in the employment process. EOE. This organization participates in E-Verify. Position is open until filled. Non-Exempt position. This position is in an in-office position, located in Miami, Florida and is not a remote position.

Job DescriptionLegal Secretary – Corporate Law Firm (Miami Office) Miami, FL A prestigious corporate law firm located in the heart of Miami is seeking a highly experienced Legal Secretary to support a team of 3 to 4 attorneys. This is an exciting opportunity for a skilled legal professional with a background in mid-size or large law firm environments to bring their expertise to a fast-paced, high-performing team. Position Overview As a Legal Secretary, you will play a crucial role in the daily operations of the firm’s corporate law division. The ideal candidate will be a proactive, organized, and detail-oriented professional who thrives in a team-based environment and is adept at managing a wide array of legal administrative responsibilities. Key Responsibilities • Provide direct administrative and clerical support to 3–4 attorneys., • Draft, format, and proofread correspondence, legal documents, memos, and reports., • Prepare and file legal documents with federal and state courts and agencies., • Schedule meetings, maintain calendars, and coordinate travel arrangements., • Manage incoming calls, correspondence, and emails on behalf of attorneys., • Organize and maintain case files, both electronic and hard copy., • Perform time entry and billing duties using the firm’s billing software., • Assist with special projects and other administrative tasks as required. Qualifications • 3+ years of experience as a Legal Secretary, ideally in a large or mid-sized law firm., • Strong knowledge of corporate law procedures and terminology., • Proficiency with legal software systems (i.e., document management and billing systems)., • Exceptional written and verbal communication skills., • Highly organized, detail-oriented, and capable of multitasking under pressure., • Strong interpersonal skills and a collaborative mindset. Work Schedule • Start Time: 8:30 AM, • Hours: 37.5 per week (Monday–Friday), • Lunch: 1 hour Preferred Candidate Attributes • Professional demeanor with a high level of discretion., • Proven ability to support multiple attorneys with competing deadlines., • Experience handling confidential and sensitive information., • Demonstrates initiative, dependability, and a commitment to excellence. Compensation • Competitive salary based on experience, • Comprehensive benefits package (details provided upon interview) Apply today to join a reputable and professional corporate law firm offering a collaborative work environment and long-term career growth opportunities. #10.25_100

Job DescriptionAscension Global Staffing & Executive Search, a Hispanic Women Owned & Operated National Recruiting Firm stands at the forefront of innovation and excellence. Led by a visionary team with a deep commitment to diversity and inclusion, our firm is dedicated to identifying and attracting top talent across the nation. With a unique blend of cultural insight and professional expertise, we pride ourselves on creating an environment that fosters success for both employers and candidates.Ascension Global Staffing & Executive Search is seeking a Corporate & Tax Practice Assistant for its client's Miami office. Location: Miami, FL Schedule: Hybrid (3 days in-office, 2 days remote) About the Role We are seeking a highly organized and detail-oriented Practice Assistant to support our busy Tax and Corporate practice groups in our Miami office. While this role will provide some assistance to a Corporate Shareholder, the immediate priority is to provide high-level support to three Tax Associates. This is an excellent opportunity for a candidate with strong tax practice experience who thrives in a fast-paced, collaborative AmLaw environment. Key Responsibilities • Provide day-to-day administrative and practice support to attorneys in the Tax and Corporate groups., • Prepare, edit, and proofread legal documents, correspondence, and memoranda with a high degree of accuracy., • Manage attorney calendars, schedule meetings, and coordinate travel arrangements., • Maintain and organize client files, both electronic and physical, ensuring compliance with firm standards., • Assist with time entry, billing, expense reports, and related financial processes., • Coordinate with internal departments (finance, marketing, IT, HR) as needed to support practice operations., • Serve as the primary point of contact for client calls and inquiries, handling matters with discretion and professionalism., • Track deadlines, manage case/matter workflows, and ensure timely completion of filings and submissions., • Support business development activities, including preparation of pitch materials and client presentations., • 5+ years of experience as a legal practice assistant, legal secretary, or similar role; Tax practice experience strongly preferred., • Experience supporting corporate attorneys is a plus., • Strong proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and document management systems., • Excellent organizational skills with the ability to manage multiple priorities and meet deadlines., • Strong written and verbal communication skills., • High attention to detail, accuracy, and follow-through., • Competitive compensation package with flexibility for exceptional candidates., • Hybrid work model (3 days in-office / 2 days remote)., • Opportunity to work closely with leading attorneys in Tax and Corporate law., • Supportive and collaborative team culture within a nationally recognized firm.

Job DescriptionAscension Global Staffing & Executive Search, a Hispanic Women Owned & Operated National Recruiting Firm stands at the forefront of innovation and excellence. Led by a visionary team with a deep commitment to diversity and inclusion, our firm is dedicated to identifying and attracting top talent across the nation. With a unique blend of cultural insight and professional expertise, we pride ourselves on creating an environment that fosters success for both employers and candidates. Ascension Global Staffing & Execuitve Search is seeking a Legal Secretary/Assistant to join our client's busy State and Federal Litigation Defense division. The ideal candidate will be accustomed to supporting multiple attorneys in a fast-paced, high-volume environment. Experience in insurance defense is a plus. Key Responsibilities: Provide comprehensive administrative support to two or more attorneys handling a range of state and federal litigation matters • .Draft, edit, and proofread legal documents, including pleadings, discovery, motions, and correspondence, • .Prepare and e-file documents with state and federal courts in compliance with the Florida Rules of Civil Procedure., • Manage and organize case files, documents, and evidence for active cases, • .Coordinate and schedule court dates, depositions, meetings, and other important events., • Maintain and update attorneys' calendars, ensuring compliance with deadlines and appointments., • Communicate with clients, opposing counsel, and court personnel in a professional and timely manner., • Assist with document management and ensure proper filing and tracking of all case-related materials., • Perform general office tasks, including answering phones, managing emails, and maintaining office supplies. Qualifications, • Minimum of 5 years of experience working as a Legal Secretary/Assistant at a law firm, with a focus on litigation., • Experience working with two or more attorneys simultaneously., • Proficiency in Microsoft Word, Excel, Outlook Email, and Adobe., • Experience with online court filings (both state and federal courts) in compliance with Florida Rules of Civil Procedure., • Strong knowledge of calendaring court deadlines and ensuring timely filings., • Must be highly organized, detail-oriented, and capable of managing multiple tasks and priorities in a fast-paced environment., • Ability to work independently with minimal supervision while remaining an integral part of the team., • Strong written and verbal communication skills.IN OFFICE or REMOTE

Job Description Job Title: Legal Administrative Assistant Location: Miami FL 33133 Salary/Payrate: $65K-$75K annually or contract hourly rate (W2 / 1099), bonus and AWESOME benefits!!! Work Environment: 100% Onsite Term: Permanent / Fulltime Bachelor’s degree required: No Referral Fee: AMS will pay $500 should the person you refer gets hired JOB DESCRIPTION #LI-MG1 Primary Responsibilities • Completes a broad variety of administrative tasks, including managing an active and changing calendar of appointments; arranging travel plans; completing expense reports; and composing and preparing correspondence., • Organizes meetings, including scheduling, sending reminders, and organizes catering when necessary., • Ensures background information for meetings are ready, including reviewing legal calendar for accuracy and upcoming deadlines., • Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures., • Handles incoming calls in a courteous, efficient manner., • Handles expense reconciliation and reimbursement., • Prepares correspondence, pleadings and other legal documents., • Proofreads documents to ensure accuracy and completeness prior to distribution or filing., • Files legal documents in state and federal courts., • Updates and maintains files in a timely manner., • Prioritizes and executes assigned tasks quickly and accurately, in an organized and detailed oriented manner., • Prepares for trial by assisting attorneys and paralegals., • Additional duties as required. Personal Attributes • Understands and abides by the policies and procedures of the firm, • Flexible and willing to assist wherever needed., • Demonstrates a positive attitude and is approachable., • Adapts well to fluctuations in workload and changes in responsibilities., • Able to work effectively in stressful situations with a demanding workload., • Presents written communications that are concise and accurate., • Exhibits confident and professional verbal and written communication skills., • Answers questions clearly and thoroughly., • Is a problem solver. Skills and Abilities • Lexis Nexis, Pacer, ECF (Electronic Court Filing), TrialWorks or other comparable document management system, Microsoft Office (Word, Outlook, PowerPoint, Excel), and DropBox., • PC skills; ability to use phone system, copier, scanner, fax, and printer., • Transcription preferred or willingness to learn. Minimum Qualifications • High school diploma required (College degree is preferred, but not required)., • 3+ years of solid fast-paced executive assistant and litigation secretary experience., • Computer proficiency, especially with MS Office (Word, Outlook, Excel, and PowerPoint).

Job DescriptionAscension Global Staffing & Executive Search, a Hispanic Women Owned & Operated National Recruiting Firm stands at the forefront of innovation and excellence. Led by a visionary team with a deep commitment to diversity and inclusion, our firm is dedicated to identifying and attracting top talent across the nation. With a unique blend of cultural insight and professional expertise, we pride ourselves on creating an environment that fosters success for both employers and candidates. Ascension Global Staffing & Executive Search is seeking an experienced and highly organized Executive Legal Assistant / Litigation Secretary to provide comprehensive administrative and litigation support to attorneys in a fast-paced legal environment for our client in Coconut Grove, FL. The ideal candidate will demonstrate exceptional attention to detail, a proactive approach to problem-solving, and the ability to manage competing priorities with discretion and professionalism. Primary Responsibilities Manage a dynamic and changing calendar, including scheduling appointments and coordinating meetings. Arrange complex travel itineraries and process related expense reports with accuracy and efficiency. Prepare, draft, and revise correspondence, pleadings, and other legal documents. Organize and facilitate meetings by sending reminders, securing meeting rooms, and arranging catering as needed. Ensure background information and legal calendars are reviewed and updated in preparation for meetings and deadlines. File legal documents with state and federal courts using electronic court filing systems (ECF). Answer and direct incoming calls courteously and professionally. Maintain accurate and up-to-date physical and electronic filing systems. Reconcile and manage expense reimbursement submissions. Proofread documents for completeness and accuracy prior to filing or distribution. Provide assistance to attorneys and paralegals in trial preparation. Manage and prioritize multiple tasks effectively under tight deadlines. Perform additional duties as required to support the legal team.Personal Attributes Demonstrates a strong understanding of and adherence to firm policies and procedures. Flexible and cooperative; willing to support team members across functions. Maintains a positive, approachable, and professional demeanor. Adapts well to changing workloads and responsibilities. Performs efficiently in high-pressure situations. Communicates with clarity and precision, both in writing and verbally. Proactive in resolving issues and answering inquiries thoroughly and accurately. Displays confidence and professionalism in all interactions.Skills and Abilities Proficiency with legal research tools and filing systems, including Lexis Nexis, PACER, ECF, and document management platforms such as TrialWorks. Advanced proficiency in Microsoft Office Suite (Word, Outlook, PowerPoint, Excel) and Dropbox. Competence in using office equipment, including multi-line phone systems, copiers, scanners, fax machines, and printers. Familiarity with or willingness to learn transcription software and techniques.Minimum Qualifications High school diploma required; a college degree is preferred. A minimum of five years’ experience in an executive assistant and/or litigation secretary role within a fast-paced legal environment. Demonstrated computer literacy, particularly in Microsoft Office applications.This is a full-time, in-office position. The salary is based on experience.

Job Description Branch Office Manager #4167 Lawyer Regulation | Miami Minimum starting salary $62,591.87 with an excellent benefits package including employer paid pension contribution | Employees of The Florida Bar are eligible to apply for the Public Service Loan Forgiveness Program (PSLF). Summary function: Manages office workflow and assignments in coordination with attorneys. Provides a variety of high level administrative and secretarial services to the Chief Branch Discipline Counsel. Provides legal secretary support to Chief Branch Discipline Counsel and bar counsel. Manages and supervises office staff. Assists with budget preparation. Required minimum education: Bachelor's Degree (proof of degree required at interview). Additional progressively responsible administrative/secretarial and or office management experience may substitute for the degree on a year-for-year basis. Required minimum professional work experience: Two (2) years of progressively responsible administrative/secretarial experience and two (2) years of office management/supervisory experience. Supervises the following positions: Legal Secretary (4) Administrative Support 1 (2) Essential Duties and Responsibilities: • Hires and supervises support staff (secretaries, receptionist, administrative support) and provides administrative support to Chief Branch Discipline Counsel and bar counsel. Prepares and conducts annual evaluations for all support staff. Schedule's routine office maintenance such as carpet cleaning and submits maintenance requests to the Landlord, • Performs legal secretary duties to Chief Branch Discipline Counsel and bar counsel., • Processes weekly expense reports, invoices, travel requests, and investigator time reports., • Oversees office supplies, furniture, and equipment; reviews incoming mail and opens new cases in CAMFI., • Assists in preparing branch office budget., • Provides technical support to the office and as needed, to Practicing with Professionalism seminars., • Administrator for branch's internet research databases., • Ensures timely and appropriate responses to public records requests. Acts as Custodian of Records for branch office., • Provides backup support for the legal secretary and administrative support positions as needed., • Other duties as assigned. Knowledge: • Administrative principles and procedures, • Office management procedures and practices, • Sound fiscal practices, • Budget preparation, • Lotus Notes or similar database, • Adobe Acrobat, • Correct spelling, punctuation and grammar usage, • Basic arithmetic, • Basic knowledge of computers, printers, facsimile machines, copiers, scanners, and postage meter Skills: • Correspondence and report writing, • Office management, • Supervisory techniques, • MS Office, • Prioritizing, planning, organizing and coordinating work assignments Abilities: • Implement and evaluate administrative procedures and policies, • Interpret TFB policies and procedures, • Communicate effectively and professionally, both verbally and in writing, • Type letters, memoranda and pleadings in correct format, • Create ADA compliant forms and documents using Adobe, • Establish and maintain effective working relationships with others, • Demonstrate initiative in group projects and individual settings, • Tactfully manage difficult situations, • Operate well under pressure and in a team atmosphere, • Consistently provide excellent customer service, • Manage and supervise others, • Manage an office, • Use discretion and independent judgment, • Learn The Rules Regulating The Florida Bar, • Sit for long periods of time, hear and converse over the telephone, and key/work frequently on a computer Please notify HR, in advance, if you need reasonable accommodations to participate in the employment process. EOE. This organization participates in E-Verify. Position is open until filled. Exempt position. This position is in an in-office position, located in Miami, Florida and is not a remote position.

Administrative Secretary - 48004926. Minimum Requirements: Three years of secretarial or clerical work experience; or possession of a Certified Professional Secretary Certificate. The person in this position is expected to perform administrative support and/or technical assistance to a Vocational Re