LAW FIRM ADMINISTRATIVE ASSISTANT / OFFICE MANAGER

ADMINISTRATIVE ASSISTANT / OFFICE MANAGER

Position Overview

Our Ponte Vedra Beach law firm is seeking a highly organized, proactive, and dependable Administrative Assistant / Office Manager to serve as the central hub of our fast\-paced, high\-volume legal office. This role is the backbone of day\-to\-day operations, requiring a professional who thrives under pressure, adapts instantly to shifting priorities, and takes ownership of every task assigned — large or small. The ideal candidate is a self\-starter with outstanding communication skills, a keen eye for detail, and the ability to manage multiple responsibilities simultaneously without missing a beat.

Industry

Law Firm

Work Environment

Law Firm — Ponte Vedra Beach, FL

Location

Ponte Vedra Beach, FL

Schedule

Monday – Friday (Flexibility Required)

PRIMARY RESPONSIBILITIES

Telephone \& Communication Management

• Answer, screen, and direct all incoming calls promptly and professionally in a high\-volume phone environment
• Take detailed, accurate messages and ensure timely delivery to the appropriate personnel
• Handle multiple phone lines simultaneously, triaging urgent matters with poise and composure
• Serve as the first point of contact for clients, vendors, and visitors — projecting a professional and welcoming image at all times
• Return calls and follow up on outstanding communications on behalf of management

Correspondence \& Document Preparation

• Draft, proofread, format, and send professional business letters, memos, and emails on behalf of management
• Prepare and distribute internal communications, announcements, and reports
• Compose routine correspondence independently using proper grammar, tone, and formatting
• Maintain confidentiality of all sensitive correspondence and documents
• Organize and maintain physical and electronic filing systems for all outgoing and incoming communications

Calendaring \& Schedule Management

• Manage complex, fast\-moving calendars for one or more executives or managers, resolving scheduling conflicts proactively
• Coordinate and confirm internal and external meetings, calls, and appointments
• Send timely meeting reminders and prepare necessary materials or agendas in advance
• Schedule and organize conference rooms, virtual meeting links, and required technology
• Anticipate scheduling needs and recommend adjustments to keep operations flowing smoothly
• Maintain awareness of critical deadlines, court dates, filing windows, or other time\-sensitive commitments

Office Management \& Operations

• Oversee the overall day\-to\-day operations of the office to ensure efficiency and productivity
• Order, track, and manage all office supplies, equipment, and inventory; coordinate timely replenishment
• Liaise with building management, vendors, IT support, and service providers to resolve facilities and equipment issues
• Maintain a clean, organized, and professional office environment at all times
• Implement and improve office procedures and administrative systems to streamline workflow
• Manage incoming and outgoing mail, packages, and courier deliveries
• Coordinate onboarding logistics for new staff, including workspace setup and supply provisioning

Additional \& As\-Assigned Duties

• Complete any and all tasks assigned by management or supervising personnel promptly and without hesitation
• Assist with special projects, research, data entry, and administrative support as needed across all departments
• Prepare meeting agendas, take minutes, and distribute action items following meetings
• Manage and reconcile expense reports, petty cash, and routine billing inquiries
• Support HR functions including maintaining personnel files, tracking time off, and coordinating interviews
• Assist with event planning and coordination for office functions, client meetings, and team activities
• Perform notarial duties or errands as required
• Exercise sound judgment and independent initiative to solve problems as they arise in a fast\-paced setting

QUALIFICATIONS \& REQUIREMENTS

Required

Preferred

• High school diploma or GED (required); Associate’s or Bachelor’s degree preferred
• Minimum 2 years of administrative or office management experience
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, Teams)
• Demonstrated ability to manage multi\-line phone systems
• Excellent written and verbal communication skills
• Strong organizational and time\-management abilities
• Ability to maintain strict confidentiality
• Ability to thrive in a high\-volume, fast\-paced environment
• Prior experience in a law firm or legal services environment
• Familiarity with practice management or scheduling software
• Notary Public certification
• Prior experience supporting senior\-level management

CORE COMPETENCIES

Multitasking Under Pressure

Manages competing priorities in a high\-volume setting without compromising quality

Professional Communication

Written and verbal communication is polished, clear, and always client\-ready

Discretion \& Confidentiality

Handles sensitive information with the utmost professionalism and integrity

Initiative \& Reliability

Takes ownership of all tasks assigned and follows through to completion without reminders

Adaptability

Pivots quickly as priorities shift in a dynamic, fast\-paced environment

Attention to Detail

Produces accurate, error\-free work across all correspondence, scheduling, and documentation

WORK ENVIRONMENT

This is a fast\-paced, high\-volume law firm environment located in Ponte Vedra Beach, Florida. The successful candidate must be comfortable managing a large workload with frequent interruptions and shifting priorities. No two days are alike. You will be expected to hit the ground running, exercise sound judgment independently, and complete all assigned tasks with efficiency and professionalism. A positive attitude, team\-first mindset, and willingness to do whatever it takes to keep the firm running smoothly are essential to success in this role.

Pay: From $24\.33 per hour

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Work Location: In person