Job Title: Legal Executive Assistant
Reports To: Firm Owner
Position Type: Full-Time
LOCATION: Tampa, FL (In-Person), 33606
FIRM SIZE: <10 Employees
Position Overview
We are a specialized Employment and Land Use law firm seeking a sharp, highly proactive, and deeply trusted Legal Executive Assistant (EA) to support our Attorney and Firm Owner.
This is a dynamic, in-person role designed for a true right-hand partner. You will blend high-level legal administrative support with comprehensive executive and personal assistance. By managing professional calendars alongside the owner’s personal logistics directly from our office, you will ensure the firm owner can focus on high-value legal work and firm growth. The ideal candidate is incredibly organized, highly adaptable, and possesses a “no task is too big or too small” mentality. This person is a self starter who does not require constant direction. This role will support multiple attorneys and billers.
KEY RESPONSIBILITIES
1. Executive & Personal Assistance (Firm Owner Support)
- Lifestyle & Schedule Integration: Seamlessly coordinate the owner’s professional calendar with personal appointments, family schedules, medical appointments, and personal commitments.
- Travel & Logistics: Manage end-to-end travel arrangements for both business trips and personal vacations (flights, hotels, itineraries, and ground transportation).
- On-Site & Personal Errands: Handle personal tasks, vendor coordination for properties/vehicles, gifting, reservations, and local errands to maximize the owner’s efficiency.
- Discretion & Privacy: Maintain absolute confidentiality and discretion regarding all personal, financial, and proprietary firm information.
2. Legal Assistant (Attorney and Biller Support)
- Practice Management. Acting as a point of contact for clients, witnesses and opposing counsel, and helping maintain office or workflow efficiency.
- Task Prioritization: Evaluate competing demands from multiple attorneys and prioritize assignments based on deadlines, client urgency, and revenue impact rather than submission order.
- Professional Communication: Communicate with public officials and C-Suite leader clients in a professional and respectful manner both orally and in writing.
- Expectation Management: Communicate transparently with attorneys and staff regarding turnaround times, proactively managing expectations when a high-priority emergency for one attorney impacts a routine task for another.
- System Standardization: Implement and maintain uniform filing, naming conventions, and digital folder structures to ensure any attorney can seamlessly locate documents across the shared workload.
- Stylistic Adaptability: Adapt fluidly to the unique writing styles, dictation habits, and formatting preferences of individual attorneys while strictly maintaining the firm’s overarching brand standards.
- Document Production: Prepare, format, and proofread legal documents and correspondence for multiple active cases simultaneously with high speed and accuracy.
- Client Gatekeeping: Serve as the professional, welcoming primary point of contact for clients, opposing counsel, and court personnel across multiple distinct caseloads. Also handle intake of interested potential clients.
- Inquiry Triage: Filter and screen incoming calls and emails, answering routine procedural questions and routing critical legal inquiries to the appropriate attorney.
- Case Tracking: Keep clients informed on the general timeline of their cases to minimize non-billable administrative status inquiries for the attorneys.
3. Legal Document & Office Support
- File Lifecycle Management: Oversee the physical and digital setup of new client files, perform regular maintenance on active matters, and manage the secure closing and archiving of completed cases.
- Document Production: Format, proofread, and edit legal documents, including employment agreements, pleadings, zoning applications, and municipal appeals.
- Public Hearing Preparation: Coordinate the physical assembly of land use packets, site plan exhibits, and presentation materials.
- Time Tracking & Billing: Assist the owner in tracking billable hours, managing expense reports (both business and personal/reimbursable), and interfacing with the firm’s billing.
4. Required Qualifications & Skills
- Experience: 4+ years of experience as an Executive Assistant. Experience supporting a business owner, C-suite executive, or managing partner in a hybrid professional/personal capacity is highly preferred. Law firm experience is a major plus.
- Adaptability & Attitude: A resourceful problem-solver who enjoys variety and can pivot smoothly from a complex legal filing to a personal logistics request.
- Communication & Tech Savviness: Exceptional written and verbal skills. Proficient in MS Office 365, Google Workspace, and digital organization tools.
- Reliability: Must have a valid driver’s license, a reliable vehicle, and a track record of dependability for running local errands.
- This role requires a background check and credit check.
- Mindset: A collaborative, “pitch-in” attitude with no ego; comfortable performing both management and clerical duties.
- Communication: Exceptional written and verbal communication skills; ability to interact professionally with clients and external partners.
- Strong Attention to Detail: Demonstrate meticulous precision in drafting, proofreading, and cross-referencing documents, ensuring absolute accuracy with numbers, names, dates, and deadlines where minor oversights have significant consequences.
- Location: Ability to commute to our Tampa office. Ability to work on-site daily and maintain a reliable, professional presence in the office.
PHYSICAL REQUIREMENTS & WORK ENVIRONMENT
- Stationary Work: Ability to remain in a stationary position (sitting or standing) for extended periods (up to 75% of the workday) while performing computer and/or desk-based tasks.
- Visual Acuity: Ability to read and analyze data on a computer screen and in printed legal documents for long durations.
- Lifting: Ability to occasionally lift and/or move up to 20 pounds (e.g., boxes of paper, case files, or mail supplies).
- Communication: Ability to clearly communicate information and ideas so others will understand; must be able to exchange accurate information in these situations via phone and in person.
- Work Environment: This is a professional office environment with a moderate noise level (telephones, printers, and foot traffic).
PREFERRED SKILLS
- Notary Public certification (or willingness to obtain).
- Experience with Practice Panther or other legal software.
- Experience with Google Suite products, and Box cloud document management.
- Experience with Quickbooks online.
WHY JOIN US?
- Comprehensive Benefits: Excellent health insurance coverage.
- Financial Security: 401(k) retirement plan with company matching and long-term disability insurance.
- Paid Time Off: Generous PTO and paid holidays.
- Culture: A collaborative, “tight-knit” culture where everyone’s contribution is valued and respected.
HOW TO APPLY: Please submit your resume and a brief cover letter outlining your experience managing a professional office environment to sbrooks@barbascremer.com with the subject “Legal Executive Assistant”.
Pay: From $20.00 per hour
Expected hours: 40.0 per week
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Disability insurance
- Health insurance
- Paid time off
- Parental leave
- Vision insurance
Application Question(s):
- Are you willing to undergo a background and credit check, in accordance with local law/regulations?
- Do you have a valid driver’s license and reliable vehicle?
Ability to Commute:
- Tampa, FL 33606 (Required)
Work Location: In person