Carlton Fields is seeking an Administrative Assistant to the General Counsel and Chief Operating Officer in their Miami Office.

The ideal candidate will possess excellent organizational abilities, be detail-oriented, and proactive. This position requires exemplary judgment and adherence to high ethical standards. Also, the ability to work independently and work in a collaborative environment.

Duties include, but are not limited to:

Managing and maintaining sensitive and confidential information, ensuring it is handled securely, discreetly, and in compliance with the organization's policies and procedures.

Managing calendars, scheduling meetings, and arranging travel.

Tracking, entering, and processing expenses and invoices.

Time entry.

Preparing agendas and maintaining minute books.

Screen and prioritize phone calls, emails, and other forms of communication.

Handle inquiries, provide necessary information, and redirect or escalate as required.

Preparing, proofreading, and revising documents.

Receipt, coordination, and tracking of client audit letter responses.

Tracking and coordinating corporate filings.

Coordinating and managing legal hold notices to relevant employees and custodians and ensuring compliance with the hold.

Coordinating malpractice insurance reviews.

Perform all other duties and projects that may be assigned.

Additional skills and qualifications

Requires 5 years in an administrative role in a general counsels office.

Demonstrated experience in handling confidential and sensitive information with integrity and discretion.

Excellent oral communication skills, including ability to effectively communicate with internal staff and external customers.

Must be able to work under pressure and meet deadlines, while maintaining a positive attitude and providing exemplary internal and external customer service.

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