Administrative Assistant

Part-Time Administrative Assistant Position Available (20 Hours/Week) With Room to Grow Into a Full-Time Position. Compensation Based On Experience, But the Right Person (Fit for Our Firm Culture) is More Important than Experience

This will probably be the longest, most honest, and detailed employment ad you will ever read. We did this so that you don’t waste your time coming in for an interview for a job that you know, deep down, is not for you. We want to lay it out from the get go – what type of person we are looking for and what we expect from you.

If you are up for a job that is as demanding as it is rewarding, please continue reading the rest of this ad. If you are up to the challenge, we look forward to seeing your resume and cover letter.

To those of you who read this entire ad and apply for the position, we thank you in advance and look forward to meeting you.

We are a small business and family immigration law firm in Miami, specifically, in Coral Gables. We help investors, entrepreneurs, and professionals achieve the American Dream through US Immigration. We believe in helping deserving individuals become a productive part of this great country.

We are looking for a hardworking, detail-oriented individual to be our Administrative Assistant .

What will our Administrative Assistant do?

You will be responsible for providing administrative support; assist Paralegal and Attorney with day-to-day operations, manage schedules, coordinating meetings, answering phones, filing, scanning and copying, and greeting clients. You will also be responsible for other administrative tasks as the paralegal and attorney deem necessary.

What are some characteristics that our Administrative Assistant should have?

No legal experience is required for this position, as you will mainly be working in Administrative office duties.

We require that you are fluent in English and Spanish, both written and spoken. Preferably you will also be fluent in Portuguese, but if you aren’t, that is okay. I care most that you are fluent in English as that is the primary language we do business in.

You must be a positive person. If you see the glass as being half full, you are the type of person we are looking for. Our office does not do well with toxic or negative attitudes, complainers or victims, and you definitely will not fit in if you even think that you may fit into one of the above categories of negative people.

You must be competent and proficient in the use of MS Office (Word, Excel and Power Point), at a minimum. The more computer experience you have, the better.

We use all Apple products so familiarity with Apple products and software is a big bonus. We prefer people who are not afraid of computers or learning new things that will make their jobs easier.

If you lose stuff, are not organized, and get easily distracted, please don’t apply.

You must take constructive criticism well and must deal well with people. Some of our clients can be royal pains, but we can’t change them, so we have to deal with them as best we can. If you do not think that you are up to the challenge of dealing with difficult clients, this is not the job for you. That being said, we seek the right type of client for our Firm – clients that will treat us with mutual respect.

You also need to be detail oriented and willing to go the extra mile to get the job done right the first time. In our practice getting it done right the first time for our clients is very important and we need everyone to work with this goal in mind. If this seems too much to ask of you, don’t apply for this job.

You must be a team player. We are strong believers in the team approach and our office is a team environment, so if you are not a team player, this is not the job for you.

You need to be able to talk to people in a manner that is polite, educated, and puts them at ease.

You will oftentimes be the first impression of our firm, and so we must have someone that gives a good first impression.

You cannot talk down to anyone that you deal with in our office. You need to have compassion when dealing with our clients.

You MUST be able to handle working with several different databases of information. If you aren’t 100% confident managing data, paperwork, and people, you are not the right person for this job. As the Administrative Assistant, you will be working closely with the paralegal and the lead attorney, who manage many cases and lots of information, so your help will be critical.

Many times, you will also need to know how to figure things out on your own and be able to creatively problem solve and come up with solutions. If you cannot be self-sufficient then this is not the job for you.

Additionally, if you are above making a pot of coffee, making photocopies, scanning business cards, filing, or helping out in another area of the office, this is not the job for you.

Our office is open Monday – Friday from 9 a.m. to 6 p.m. At least in the beginning, this is a part-time, flexible hour job for someone who wants to work hard but cannot commit to a full-time position. That said, we prefer someone who will be able to transition to full time as this position will likely turn into a full-time position very soon if our Firm keeps growing at our current pace, provided you are the right person for our firm.

To put it simply, we want you to earn what we are paying you. We don’t want to pay you to socialize, surf the Internet, e-mail friends and family, or any other non-work related activities while you are in the office. This does not mean that our office is not a fun environment, it just means we know when we have to work and we know when to have fun at the office. If this sounds harsh or unfair, then this is not the job for you.

At this point some of you may be thinking that this office will be the worst place to work. If you are, this is not the job for you.

If, on the other hand, you realize that the work environment we have created will help you get your job done efficiently and also have a life outside of work, then you are the type of candidate we would like to meet with to discuss the opportunity we are offering.

If you are hired, you will be part of a wonderful team of people, who work hard to get the job done right the first time and take pride in the work that they do. You will be part of a team that is rewarded for their hard work. You will be part of a team that actually likes each other and gets along.

With regard to compensation, it is negotiable based upon experience and is subject to review after 90 days. If you prove to be invaluable to the Firm, your pay will increase even further.

This job will allow you to tend to your other obligations either in the mornings or afternoons, or both, but not during work hours.

If you have gotten this far, you are truly an exceptional worker looking for a professional environment, as most people will have stopped reading this ad a long time ago. You want to be part of a team where your hard work and efforts are recognized, appreciated and rewarded.

HOW TO APPLY: NO PHONE CALLS PLEASE. To apply for the Administrative Assistant position at our Firm, please reply to this email as follows. You must follow these detailed instructions very specifically, which are designed to gauge your ability to comprehend and process instructions. Only emails that comply, exactly, with every requirement, will be forwarded to the lead attorney for consideration.

• In the subject line: make sure your reference is, specifically, “I am your next Administrative Assistant” and then spell your first name backwards. If Indeed does not allow you to edit the subject of the email, then your very first line above everything else should be: “I am your next Administrative Assistant” and then spell your first name backwards.
• Attach to your email: A resume and a cover letter in separate Word documents or PDFs.
• In the cover letter, include the following: let us know what you think it takes to be a good Administrative Assistant at our Firm. You should be very detailed in your description of what it takes, but don’t go over two paragraphs. You should also tell us in about 1 to 2 paragraphs what you are looking for in a job and why you think you would be a good fit. In the last paragraph or two of your cover letter tell us what you liked about our Indeed Ad and what you did not like about our Indeed Ad. You can be honest and we will not hold it against you. Also include any grammatical errors we made which you would have fixed.
• In the body of the email: Include two references that we may call to check your credentials and verify your experience.

Thank you for taking the time to read this entire ad. If you decide to apply we look forward to meeting you.

This ad is designed to save time for both you and our Firm by specifically addressing the type of person we need. If you are the right person for this job, we do think you will enjoy the working environment and you will always be treated with respect and professionalism. To prove that our Firm will be enjoyable to work with, we would like to acknowledge that many lawyers are boring stiffs and mean people. Our Firm and attorneys are not these things; we simply want the right person to help us grow. As advisors to many small business owners we know that poor performing employees really hurt a business, and we want to lead by example by hiring the right person. There is room for growth in this Firm, in both hours and compensation, for the right person.

Job Type: Part-time

Salary: $12.00 to $15.00 /hour

Required education:

• High school or equivalent

Required languages:

• Spanish
• English

Required license or certification:

• Driver’s License