Key Responsibilities
Executive & Administrative Support
- Manage complex calendars, schedule meetings, and coordinate logistics.
- Prepare agendas, presentations, reports, and executive-level communications.
- Attend executive and leadership meetings, capture detailed notes, and track follow-up actions.
- Handle travel arrangements, expense reporting, and other administrative tasks.
- Organize and maintain digital and physical files for quick reference and efficiency.
- Support the COOs in project management by monitoring timelines, deliverables, and accountability.
- Manage task lists and ensure assignments are tracked through completion.
- Anticipate needs, proactively identify issues, and provide solutions.
- Assist in preparing and facilitating quarterly business reviews, strategic planning sessions, and leadership offsites.
- Act as a liaison between the COOs and internal/external stakeholders.
- Ensure clear, timely, and professional communication across all business units.
- Build and maintain strong working relationships with executives, leaders, and staff.
- Maintain the highest level of confidentiality and discretion when handling sensitive information.
Qualifications
- Bachelor’s degree preferred; equivalent experience considered.
- 3–5 years of experience as an Executive Assistant, ideally supporting C-level executives.
- Strong organizational and time-management skills with proven ability to manage multiple priorities.
- Excellent written and verbal communication skills, including the ability to draft and edit executive correspondence.
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), SharePoint, and project/task management tools (e.g., Planner, Asana, or similar).
- Strong attention to detail, with the ability to anticipate needs and solve problems independently.
- High level of discretion, integrity, and professionalism in all interactions.
What Success Looks Like
- The COOs’ schedules, priorities, and projects are executed efficiently and on time.
- Meetings run smoothly, with clear agendas, accurate notes, and timely follow-up.
- Communications, reports, and presentations are accurate, professional, and well-prepared.
- The COOs are able to focus on strategy and leadership while operational and administrative details are managed seamlessly.
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What We Do
Rob Levine Legal Solutions is a leading provider of comprehensive legal support services for small to mid-sized law firms. With over 25 years of experience in the legal industry, the company specializes in medical record retrieval, certified and trained legal staffing, implementing and optimizing legal technology, and mastermind group and strategic consulting. Rob Levine Legal Solutions offers unmatched expertise and tailored solutions that help law firms streamline operations, enhance efficiency, and achieve measurable growth.
For more information about how Rob Levine Legal Solutions can help your firm grow, visit www.roblevinelegalsolutions.com or email us at [email protected]
-Medical Record Retrieval for Attorneys & Law Firms: Fully integrated with case management systems, Rob Levine Legal Solutions simplifies the process of gathering medical records, allowing paralegals to focus on higher-value tasks.
-Staffing Solutions: Law firms can now access trained and certified case managers, legal assistants, and intake representatives at a fraction of the cost of U.S.-based staff. This enables firms to manage their workloads more efficiently without compromising on quality.
-Mastermind Program: Offering structured growth strategies through virtual and in-person meetings, the program helps firms achieve measurable results with expert guidance on business development, marketing, operations, and more.
-Legal Consulting: Expert guidance on adopting cutting-edge legal technology optimizing existing case management systems and technology, to streamline operations, eliminate bottlenecks, and boost productivity.
