About Company
Levin Papantonio Rafferty is a nationally recognized law firm headquartered in Pensacola, Florida, with a deep-rooted commitment to justice and community service. For over 60 years, our attorneys have championed the rights of individuals and families against powerful corporations and entities, securing landmark verdicts and settlements. We are renowned for our aggressive advocacy, ethical practice, and a compassionate approach to client representation. Our firm fosters a dynamic, collaborative, and professional environment where every team member plays a crucial role in our mission to make a positive impact. We pride ourselves on innovation, legal excellence, and a supportive workplace culture that values growth, integrity, and dedication.
Job Description
We are seeking a highly organized, proactive, and detail-oriented Administrative Executive to join our distinguished legal team in East Hill, Pensacola. This pivotal on-site role is essential to maintaining the seamless and efficient operation of our office, providing comprehensive administrative support to our attorneys and staff. As an Administrative Executive, you will be the cornerstone of daily operations, ensuring that all administrative functions are executed with precision, discretion, and a high level of professionalism. Your contributions will directly impact our team’s productivity and our firm’s ability to serve our clients effectively.
This role is far more than just clerical; it requires an individual with exceptional problem-solving abilities, a keen eye for detail, and the capacity to manage multiple priorities in a fast-paced legal environment. You will be responsible for a wide array of tasks ranging from complex scheduling and correspondence management to office supply oversight and document preparation. The ideal candidate will possess a strong work ethic, an unwavering commitment to confidentiality, and the ability to anticipate needs before they arise. You will be an integral part of our close-knit team, contributing to a positive and productive workplace culture. If you thrive in a supportive yet challenging environment and are eager to apply your administrative expertise to make a significant difference in a leading law firm, we encourage you to apply. This is an exceptional opportunity for an individual looking to grow their career within a reputable and impactful organization, supporting work that truly matters.
Key Responsibilities
- Manage and maintain complex calendars, appointments, and travel arrangements for attorneys and senior staff.
- Prepare, proofread, and format legal documents, correspondence, reports, and presentations with accuracy and attention to detail.
- Organize and maintain physical and electronic filing systems, ensuring all records are accessible and compliant with firm policies.
- Act as a primary point of contact, screening calls, responding to inquiries, and directing visitors appropriately and professionally.
- Coordinate and schedule internal and external meetings, including preparing agendas, taking minutes, and distributing materials.
- Monitor and order office supplies, managing inventory to ensure adequate stock levels while adhering to budget guidelines.
- Process invoices, expense reports, and other financial documentation with precision and timeliness.
- Facilitate internal communications, ensuring information is disseminated effectively across departments.
- Assist with special projects and initiatives as assigned, demonstrating flexibility and adaptability.
- Maintain strict confidentiality of all sensitive information and firm matters.
- Provide general administrative support to ensure the smooth operation of the East Hill office.
Required Skills
- Minimum of 3 years of administrative support experience, preferably in a legal or professional services environment.
- Exceptional proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and Adobe Acrobat.
- Superior organizational and time management skills with the ability to prioritize tasks effectively.
- Excellent written and verbal communication skills, with a strong command of grammar and punctuation.
- Demonstrated ability to maintain confidentiality and exercise discretion in handling sensitive information.
- Proactive problem-solver with a strong attention to detail and accuracy.
- Ability to work independently and collaboratively within a team-oriented environment.
- Strong interpersonal skills with a professional and courteous demeanor.
Preferred Qualifications
- Associate’s or Bachelor’s degree in Business Administration, Legal Studies, or a related field.
- Experience with legal case management software (e.g., Clio, MyCase, etc.).
- Familiarity with legal terminology and document formats.
- Notary Public commission or willingness to obtain one.
Perks & Benefits
- Competitive salary commensurate with experience.
- Comprehensive health, dental, and vision insurance plans.
- Paid time off (vacation, sick leave, holidays).
- 401(k) retirement plan with company matching contributions.
- Life and disability insurance.
- Professional development and continuing education opportunities.
- A supportive, collaborative, and professional work environment.
- Opportunity to contribute to a firm with a strong commitment to justice and community.
How to Apply
Interested candidates are encouraged to apply by visiting our careers page. Please browse the open positions and submit your resume along with a cover letter detailing your relevant experience and why you are the ideal candidate for this role. We look forward to reviewing your application and potentially welcoming you to our team. Please click on the application link below to apply for the job.