Executive Assistant

If you are looking for a fast-paced and positive team environment with professional growth potential, then look no further! Our Healthcare and FDA Law  Firm is growing and we’re looking for an superstar Executive Assistant—a team player who is a quick-learner with strong interpersonal and administrative skills.

What you should know about us before you apply. We are not your typical small law firm! Our founder and managing attorney is an entrepreneur who has poised the Firm for rapid growth this year.  We are small enough that everyone is a critical part of the team, yet big enough to offer the security and professional growth opportunities you want. Our Firm is based in the Bay Area and San Diego, but we typically serve clients remotely from the comfort of our homes or executive suites.

The most important quality you can possess is a great attitude and willingness to roll up your sleeves and help wherever it’s needed. You may be called upon to wear multiple hats as we grow.

Our clients include health technology companies, medical groups, medical spas, mobile medical app developers, telemedicine groups, wearable health tech manufacturers, and other health and wellness ventures and practices. Our legal services include regulatory issues, transactional/ corporate work, and dispute resolution.  Our clients are national and international. We attract, mentor and retain the best healthcare, FDA & business lawyers. We create a supportive, inclusive and motivating environment where everyone gets excited about their practice, business development, and growth. We believe the multi-trillion-dollar health and wellness industry will continue to expand and require intelligent and savvy navigators who can counsel clients through the legal and regulatory waters.

If the following describes you, then YOU may be the Superstar we’re looking for:

  • Upbeat and Energetic
  • Creative & Analytical, Strategic Thinker, Problem Solver
  • Exceptional Communication Skills – verbal, written and active listener
  • Confident, Self-Motivated, Calm under pressure
  • Positive, can-do-attitude, with the willingness to jump in and do whatever needs to get done

Job Summary

Performs a broad range of administrative, business and personal tasks assigned by the Firm Owner. The Executive Assistant protects the Owner’s time, so that he may focus on activities that support the growth and well-being of the Firm. The Executive Assistant must possess strong administrative, communication, negotiation, and leadership skills.

Reporting Relationship

The Executive Assistant performs duties under the direction of the Owner, or in his or her stead, COO or Legal Administrator.

Authority

The Executive Assistant may authorized to execute supervisory responsibilities on behalf of the Owner.

Non-attorney support staff are prohibited by the ABA’s Rules of Professional Conduct and State Bar Association Rules from practicing law. All client work done by Assistants must be in support of and under the direct supervision of an attorney. In dealing with clients, Assistants must be careful not to inadvertently slip into the unlawful practice of law. This would include answering client questions about what will happen in their case, or, recommending that a client undertake a certain course of action during their case.

Primary Responsibilities

  1. Triaging email; organizing files; managing calendaring software and calendars.
  2. Data entry into various software system (such as recording retainers in billing software).
  3. Collecting data and managing or updating software systems.
  4. Gathering data and preparing reports.
  5. Various administrative duties, including activities that support Marketing.
  6. Managing Policies/Systems/Procedures.
  7. Suggesting more efficient ways to run the office.
  8. Managing vendors.
  9. Training and supervising support staff.
  10. Other projects and duties assigned by Owner.

Matrix of Tasks

  • Daily
    • Open, sort, scan, save/route mail
    • Triage Owner’s email
    • Answer telephones; screen attorney calls; take messages
    • Schedule appointments
    • Review daily appointments and reminders
    • Create contacts and update contact information in the case management or contact management system
  • Weekly
    • Review additional projects to be accomplished and calendared
    • Case and administrative filing
    • Close matter files
  • Monthly
    • Meet with legal team to ensure calendars, task lists, and case management systems remain current

Education & Experience

An Executive Assistant should have a high school diploma, and advanced training at a college or university is preferred.  Prior experience in a law firm is preferred but not required; at least 3+ years’ experience working as an Executive Assistant or similar administrative professional.

Additional qualifications:

  1. Outstanding researcher. Able to make outbound calls with their phone to U.S. locations as part of research.
  2. Superb communicator. Efficient. Excellent grammar and proofreading skills.
  3. Native English speaker.
  4. Ideally, understands the legal services and health care markets. Can also perform ancillary administrative duties for non-legal needs.
  5. Technically proficient. Able to evaluate different forms of software and report back. Solid experience with software such as Outlook, Dropbox, CRM, and cloud-based systems.
  6. Has project management experience and skills
  7. Extremely detail-oriented.
  8. Adept with different software and able to easily learn software such as Asana (project management) and software common in the legal industry such as: Lexicata (CRM), TimeTap (calendaring), CosmoLex (billing).
  9. Has the following professional standards.
  • Has an incredible work ethic—and makes sure we give solid advice.
  • Maintains the highest professional and ethical standards.
  • Keeps current with technical developments relevant to the Firm’s practice.
  • Has a demonstrated interest in personal development.
  • Isn’t a job-hopper. Is interested in long-term, professional growth.
  • Can work in a team.

Key Performance Indicators

  1. 95% completion of assigned work on time.
  2. 0 complaints about “customer service” from clients.
  3. 0 complaints about “treatment” from team members.
  4. No more than 3 unplanned absences, late arrivals, or late departures in a 90-day period.

Compensation: To be negotiated.  The position might start or remain on a part-time, independent contractor basis.

How to Apply

If this exciting opportunity appeals to you, we look forward to reviewing your resume. Please follow these instructions. APPLICATIONS THAT DO NOT FOLLOW INSTRUCTIONS WILL NOT BE CONSIDERED. Prepare a cover letter that explains what you believe are the three most important qualities or values for an attorney working with professionals in the healthcare industry. As a closing sentence please write, “I have read the instructions contained in the job posting and have followed the instructions.” Email your cover letter and resume in PDF format using the contact form at https://cohenhealthcarelaw.com/careers/ and select “Executive Assistant.” The subject line of the email should be your last name (all caps), followed by a hyphen and the phrase, “Executive Assistant,” followed by one word that describes yourself (lower case).

If we sense a potential fit, then prior to considering an in-person or videoconference interview or call, we may ask you to complete a Written Interview, so that we can get a better sense of you.

Please only contact us as requested in this Job Description. A critical part of our application process is ensuring applicants follow our process. Thank you.

Cohen Healthcare Law Group is an equal opportunity employer and does not discriminate on the basis of age, race, religion, color, sex, gender expression, national origin, marital status, physical disability, or mental disability.

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