Executive Assistant to Executive Director
Florida Rural Legal Services (FRLS)
Florida Rural Legal Services, Inc.
Job Advertisement
Position: Executive Assistant to
Executive Director
Position Location: Lakeland
Position Type: Full-Time
Benefits Offered: Full-time: yes
Part-time: no
Position Overview:
Works closely with the Executive Director in all aspects of FRLS’ operations. Provide constructive
contributions to the overall management and administration of the firm.
Primary Duties and Responsibilities:
1. Provide excellent administrative support for the activities, meetings, travel, records, and
communications of the Executive Director.
2. Coordinate meetings and projects involving complex logistics and multiple participants,
including all aspects of important meetings from location, facility, and amenities to creating the
preliminary agendas and materials.
3. Assist the Executive Director in communications with staff, members of the Board of Directors,
donors, funding entities, and others.
4. Assist the Executive Director in scheduling meetings with key supporters or potential
supporters, partner agencies, members of the bar and judiciary, and other persons and entities.
5. Support communications among and between FRLS staff and the Executive Director.
6. Assist with scheduling staff meetings, scheduling events, coordinating and planning partnership
meetings and special events.
7. Meet multiple deadlines and be involved in and responsible for several tasks concurrently.
8. Assist the Executive Director in responding to staff requests in a timely and effective manner,
using sound judgment in prioritizing requests and obtaining timely answers.
9. Assist with managing the Executive Director's schedule - balancing travel, community
partnership meetings, meetings with staff, the board, funders and other persons and entities as
needed.
10. Excellent verbal communication and writing skills: Draft letters, email responses, memos,
agendas, and other materials on the Executive Director's behalf, utilizing strong writing skills and
excellent editing and proofreading abilities.
11. Support the Executive Director and Advocacy Director with administrative tasks and scheduling
ensuring staff compliance with funding source requirements; support administration with
requests as needed.
12. Technology Proficiency: daily use of word processing, e-mail, calendaring, scanning, case
management system, and computer equipment; create and maintain electronic and paper filing
systems for administrative and other documents.
13. Comply with FRLS’ policies and procedures and the requirements of FRLS’ funding sources.
See full Job Description attached for further information
Experience and Qualifications:
Bachelor’s degree required. Seven years of relevant administrative or executive level secretarial
experience. Related college education may be substituted for up to two (2) years of work experience at
the discretion of the Executive Director. Advanced degree preferred. Law office or public service
experience will be considered.
Have experience with and possess proficiency in computer skills, word processing, e-mail, and
calendaring software in a Windows/MS environment.
Working Conditions:
Physical Requirements: Must be willing to travel. Must be able to work in a professional office
environment five days per week.
To apply email resumes to: resume@frls.org
EEOC Statement: Florida Rural Legal Services, Inc. does not discriminate in employment on the basis of
race, color, religion, sex (including pregnancy and gender identity), national origin, political affiliation,
sexual orientation, marital status, disability, genetic information, age, membership in an employee
organization, religion, parental status, military service, or other characteristic protected by federal, state
or local law.
Job Description
Executive Assistant to Executive Director
Florida Rural Legal Services, Inc.
Employee Performance Standards
Florida Rural Legal Services, Inc. (FRLS) is a non-profit law firm that provides free high quality
legal assistance in civil matters to help eligible low-income individuals and groups in Florida.
Each member of the staff plays an integral part in the proper representation of the client. The
efficient and effective operation of the law firm requires the full cooperation of all its members
to achieve our goals. Each member must therefore have a commitment to the general
purposes and operation of FRLS and be able to work effectively with all parts of the FRLS
network and delivery system. An effort must be made to achieve a successful working
atmosphere among the staff.
All staff members are responsible for the proper execution of their duties and for dealing with
our clients and visitors in a professional and pleasant manner. Dependability, trustworthiness,
confidentiality, and competence are required for all staff.
All staff members are expected to work towards a Culture of Excellence in their work, in dealing
with their colleagues, and in serving their clients.
Employee evaluations will be based in part on this job description.
The person in this position is expected to perform the Primary Duties and Responsibilities
discussed below on a regular and consistent basis. This person is expected to perform the
Secondary Duties and Responsibilities on a less routine basis, but they nevertheless are integral
to successful performance in this position. A job description cannot list every task associated
with the performance of a particular job. There are knowledge, skills, and abilities for the
position that an employee should bring to the workplace.
Primary Duties and Responsibilities:
1. Work closely with the Executive Director in all aspects of FRLS’ operations.
2. Provide excellent administrative support for the activities, meetings, travel, records, and
communications of the Executive Director.
3. Coordinate meetings and projects involving complex logistics and multiple participants,
including all aspects of important meetings from location, facility, and amenities to
creating the preliminary agendas and materials.
4. Assist the Executive Director in communications with staff, members of the Board of
Directors, donors, funding entities, and others.
5. Assist the Executive Director in scheduling meetings with key supporters or potential
supporters, partner agencies, members of the bar and judiciary, and other persons and
entities.
6. Support communications among and between FRLS staff and the Executive Director.
7. Assist with scheduling staff meetings, scheduling events, coordinating and planning
partnership meetings and special events.
8. Meet multiple deadlines and be involved in and responsible for several tasks
concurrently.
9. Assist the Executive Director in responding to staff requests in a timely and effective
manner, using sound judgment in prioritizing requests and obtaining timely answers.
10. Assist with managing the Executive Director's schedule - balancing travel, community
partnership meetings, meetings with staff, the board, funders and other persons and
entities as needed.
11. Excellent Writing Skills and Verbal communication: Draft letters, email responses,
memos, agendas, and other materials on the Executive Director's behalf, utilizing strong
writing skills and excellent editing and proofreading abilities.
12. Support the Executive Director and Advocacy Director with administrative tasks and
scheduling ensuring staff compliance with funding source requirements; support
administration with requests as needed.
13. Technology Proficiency: daily use of word processing, e-mail, calendaring, scanning, case
management system, and computer equipment; create and maintain electronic and
paper filing systems for administrative and other documents.
14. Comply with FRLS’ policies and procedures and the requirements of FRLS’ funding
sources.
Secondary Duties and Responsibilities:
1. Attend regular scheduled staff and Board meetings, and occasional training events, in
and outside of the Lakeland Office.
2. Occasionally drive a vehicle to locations in and outside of Lakeland and occasional
overnight travel may be required.
3. Assist with preparations for on-site reviews and audits by FRLS’ funders.
4. Perform other reasonably related duties as assigned by the FRLS’ Executive Director.
Essential Job Functions
1. Work in a law office environment and frequently participate in face-to-face and/or
telephone conversations with staff throughout the firm and with Board of Trustees
members, clients and the general public.
2. Frequent sitting and using hands for keyboarding and office equipment is necessary for
this position. Also, occasional standing, walking, climbing, bending, stooping, reaching
above shoulders, kneeling and/or crouching are necessary.
3. Occasionally lift and/or move up to 15 pounds and must be able to drive a vehicle.
Experience and Qualifications:
Bachelors degree required. Seven years of relevant administrative or executive level secretarial
experience. Related college education may be substituted for up to two (2) years of work
experience at the discretion of the Executive Director. Advanced degree preferred. Law office
or public service experience will be considered.
Have experience with and possess proficiency in computer skills, word processing, e-mail, and
calendaring software in a Windows environment.
Ability to interact, communicate and provide support at all levels of the organization, including
employees, board members, clients and the general public.
Relate well with low-income people, be dependable, competent, trustworthy, and have a
commitment to legal services and to working with low income persons.
Demonstrate and maintain a high degree of skill and familiarity with computer systems and
software appropriate for effective case management and delivery of legal services through
telecommunications systems or other means, including Internet and other network systems.
Demonstrate and maintain high standards of interpersonal communication, especially relating
to effective telephone communication and effective written and oral communication.
Have the capacity to problem solve in a time-intensive, public service law office environment.
Must be able to exercise sound judgment and initiative, and adhere to the confidential nature
of the firm and its practice.
Possess excellent organizational skills and have the capacity to meet deadlines in a multi-
function office environment.
EEOC Statement: Florida Rural Legal Services, Inc. does not discriminate in employment on the
basis of race, color, religion, sex (including pregnancy and gender identity), national origin,
political affiliation, sexual orientation, marital status, disability, genetic information, age,
membership in an employee organization, religion, parental status, military service, or other
characteristic protected by federal, state or local law.
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