About Rivas & Associates

Rivas & Associates is more than a law firm. We are a mission-driven team committed to making a real difference in people’s lives. Our focus is on delivering top-tier legal services with compassion, clarity, and respect. As we continue to grow, we are looking for passionate professionals who want to be part of something bigger -  a collaborative, fast paced environment where your work has purpose and your ideas matter. Join us in helping clients navigate life changing legal moments with confidence and care.

Job Overview

The Executive Assistant will play a critical role in ensuring the smooth operation of the firm by managing various administrative tasks. The ideal candidate will have a strong background in administrative support, excellent organizational skills, and the ability to manage multiple priorities in a fast-paced legal environment. This position is perfect for someone who is proactive, detail-oriented, and enjoys working in a close-knit team.

Key Responsibilities

• Administrative Support: Provide high-level administrative assistance to senior attorneys and the management team, including calendar management, appointment scheduling, and daily coordination.
• Document Management: Prepare, proofread, and file documents, correspondence, and reports. Maintain and organize both physical and electronic files in compliance with firm policies.
• Billing and Invoicing: Assist with billing and invoicing for attorneys, ensuring accuracy and timeliness.
• Travel Coordination: Arrange travel, accommodations, and logistics for attorneys and staff as needed. 
• Research and Special Projects: Conduct research as needed, including legal research and administrative tasks. Assist in special projects as requested by the CEO, Director of Operations or Managing Attorney.
• Confidentiality: Maintain confidentiality and discretion in all client and firm-related matters.
• Personal Assistant: Handle personal tasks for CEO as needed.

Required Qualifications

• Proven experience as an Executive Assistant or in a similar administrative role, ideally within a law firm or professional services environment.
• Strong organizational skills and the ability to manage multiple tasks efficiently in a fast-paced environment.
• Exceptional written and verbal communication skills (English and Spanish).
• Tech savvy – Proficiency in Google or Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
• Strong attention to detail and the ability to work independently.
• Professional demeanor with the ability to interact effectively with clients, attorneys, and other staff members.
• Ability to handle sensitive and confidential information with discretion.
• Ability to handle competing urgent tasks

Preferred Qualifications

• Previous experience in a law firm environment is preferred but not required.
• Knowledge of legal terminology and processes is advantageous.

Personal Attributes

• Self-motivated, with a proactive approach to identifying and solving problems.
• Flexible and adaptable, with the ability to manage competing priorities.
• A team player who is also capable of working independently.
• A positive, can-do attitude with excellent interpersonal skills.

Note to Recruiters and Third-Party Agencies:
We truly appreciate your interest and the work you do to support talent acquisition. However, at this time, we are not engaging with external recruiters or third-party agencies for this role. Thank you for respecting our process.

Background Check Requirement:

A background check is required for this position.

Candidates must have legal authorization to work in the United States. Employment eligibility will be verified through E-Verify.

Equal Opportunity Employer Statement:

Rivas & Associates is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.