Administrative Assistant
Description
Company Overview
Lotane & Associates, P.A. is a debt collection and subrogation law firm located in Cocoa, FL. LA has been practicing in Brevard County since 1979, and we represent clients for Florida debt recoveries and Insurance Subrogation. Our clients include insurance carriers, hospitals, credit unions, banks, physician practices, and commercial companies. Our lawyers and staff are committed to recovering bad debts and collecting losses for our clients. We love and appreciate our team and are heavily invested in our community. At LA, we are Client-Minded and Community-Centered!
About the Role
The Administrative Assistant provides dedicated, high-level administrative support to the Director of Operations. This position works directly with the Director to coordinate her calendar, communications, meetings, deadlines, and daily priorities. Serving as a trusted administrative partner, the Administrative Assistant handles sensitive information with discretion, anticipates needs, and represents the Director professionally when communicating with employees, clients, vendors, and other stakeholders.
The ideal candidate is proactive, dependable, and thrives in a fast-paced, deadline-driven environment. This position is in-office, not a remote opportunity. Working schedule is Monday-Friday 8:00am-5:00pm, an 1-hour lunch break and two 15-minute. That’s right, off nights and weekends!
Key Responsibilities
Executive Scheduling & Communications
- Manage and maintain the Director of Operations’ calendar, appointments, meetings, conference calls, and scheduling priorities.
- Monitor, organize, and prioritize the Director’s email and incoming requests, escalating time-sensitive matters appropriately.
- Draft, proofread, and prepare emails, memos, reports, presentations, and correspondence on behalf of the Director.
- Screen and coordinate meeting requests to protect the Director’s time and support effective prioritization.
- Serve as a professional liaison for the Director with internal leadership, employees, clients, partners, and vendors.
- Coordinate travel arrangements, itineraries, and accommodations as requested.
Meetings, Follow-Up & Projects
- Prepare meeting agendas, supporting materials, and briefing documents.
- Attend assigned meetings, take accurate notes, prepare minutes, and distribute action items.
- Track follow-ups, deadlines, and assigned deliverables on behalf of the Director.
- Maintain the Director’s administrative project trackers and provide proactive status updates, including in Monday.com.
- Conduct research and prepare information to support the Director’s decisions and initiatives.
- Maintain organized executive records, contact lists, and confidential documents.
Professional Support & Accountability
- Anticipate administrative needs, identify scheduling conflicts, and recommend practical solutions.
- Adapt to changing priorities and complete assignments accurately and on time.
- Maintain strict confidentiality, professional judgment, and appropriate boundaries when acting on the Director’s behalf.
- Complete other duties assigned by the Director of Operations.
- Collaborates and assigns tasks to Office Assistant
Requirements
- High school diploma or GED required; associate degree or relevant administrative training preferred.
- Previous administrative support experience required; experience directly supporting a senior leader or executive preferred.
- Excellent written communication, proofreading, and professional correspondence skills.
- Strong calendar management, prioritization, follow-through, and meeting coordination skills.
- Sound judgment, discretion, confidentiality, and ability to work independently.
- Proficiency in Microsoft Outlook, Word, and PowerPoint; familiarity with Monday.com preferred.
- Comfort working closely with leadership and adjusting quickly to changing priorities.
What We’re Looking For
We are looking for a dependable, polished, resourceful administrative professional who can act as the Director of Operations’ right hand. The right candidate communicates clearly, anticipates needs, takes ownership of details, responds well to feedback, and follows through without repeated reminders.
Benefits Overview
We offer a range of benefits to support the well-being and financial security of our employees, including:
- Employee-Paid Vision and Dental Insurance – Affordable options to support your oral and eye health.
- Employee-Paid AFLAC Supplemental Plans – Additional coverage for accidents, short-term disability, and other needs.
- Employer-Paid Life Insurance – $20K life insurance policy provided at no cost to the employee.
- 401(k) Retirement Plan – Company matches employees’ contributions at 100% for 1–3% savings and 50% for 4–5% of savings after one year of employment.
- Paid Time Off (PTO) – Generous PTO to support work-life balance.
- Paid Holidays – Enjoy 9 paid holidays annually.
- Volunteer Time Program – Earn additional PTO by giving back to your community.
- Employee Assistance Program (EAP) – Confidential counseling and support services for personal or work-related issues.
- Tuition Reimbursement – Eligibility for tuition reimbursement after one year of employment, covering approved courses up to a designated amount.
- Employee Discount Programs – Access to exclusive savings on products and services through our employee discount network.
- And so much more!