Attorney’s Personal & Office Assistant

The Otto Law Group is looking for a warm, energetic, highly dependable Personal & Office Assistant to work directly with the firm’s managing attorney and help keep both her day and the office running smoothly.

Monday to Friday 9 to 5 with one hour for lunch.

This is a true personal-assistant role combined with office administration. Please apply only if you are genuinely comfortable supporting an attorney with both professional and personal day-to-day tasks.

No legal experience is required. We care much more about your personality, professionalism, reliability, judgment, willingness to learn, and ability to get things done.

Most importantly, you have to genuinely love people.

We want someone who finds joy in serving others, making people happy, anticipating needs, and creating a warm and welcoming experience. If you naturally ask, “What can I do to help?” and enjoy being the person who makes someone's day easier, you may be exactly who we're looking for.

What You’ll Do

Your responsibilities will include:

• Work directly with the managing attorney to organize and prepare for her day
• Review, organize, and help manage her calendar and daily schedule
• Help ensure the attorney is prepared and on time for meetings, calls, appointments, and other commitments
• Answer the phone, schedule appointments
• Handle personal-assistant tasks and errands as part of your regular responsibilities
• Assist with local pickups, drop-offs, and errands as needed
• Occasionally pick up the attorney’s son from school or assist with similar family logistics
• Prepare the office and conference room before client appointments
• Greet every client warmly and make them feel comfortable and welcome
• Offer clients refreshments and help create an excellent client experience
• Answer phones and assist with scheduling and basic administrative needs
• Print, scan, copy, organize, and upload documents
• Prepare documents, files, and materials for client signing appointments
• Assist with estate-planning signing ceremonies and notarizations, if commissioned
• Reset and organize the conference room and office after meetings
• Keep common areas organized, presentable, and client-ready
• Assist with mail, packages, supplies, filing, and general office organization
• Perform basic data entry and administrative work
• Learn and use the firm's technology and office systems
• Assist the attorney and team with whatever reasonable administrative, office, or personal-assistant tasks are needed to keep the day running smoothly

This is a role for someone who is comfortable wearing different hats. Some days will be structured; other days priorities may change quickly. Flexibility and a willingness to jump in are essential.

Who We’re Looking For

You have to genuinely love people and enjoy serving them.

You may be the first person a client sees when they enter our office and one of the people working most closely with our managing attorney. Warmth, discretion, professionalism, good judgment, and a positive attitude are extremely important.

Our ideal person:

• Has a naturally warm, friendly, upbeat personality
• Loves people and genuinely enjoys serving others and making them happy
• Greets people with a smile and makes them feel comfortable and cared for
• Takes pride in creating a welcoming, polished environment
• Has a genuine personal-assistant mindset and enjoys making someone else's day run better
• Is completely comfortable handling both business and personal tasks for the attorney
• Is dependable and punctual
• Is organized and pays attention to details
• Takes initiative and notices what needs to be done without always waiting to be asked
• Is flexible when plans or priorities change
• Has a positive, “How can I help?” attitude
• Communicates professionally in person, by phone, text, and email
• Understands the importance of discretion and confidentiality
• Is comfortable using computers and learning new technology
• Is willing to learn new skills and take on increasing responsibility
• Can work independently while also being part of a team
• Brings positive energy to the office—even on busy days

Professional Appearance

This is a highly client-facing position in a professional law-office environment. Professional dress and a polished appearance are required while at work.

Our office appearance standards include professional business attire, no visible tattoos while working with clients, and no visible facial piercings other than traditional earrings. Applicants should be comfortable maintaining these standards consistently.

A Plus, But Not Required

• Current Florida Notary Public commission
• Spanish-speaking
• Previous personal-assistant or executive-assistant experience
• Reception or front-desk experience
• Hospitality or customer-service experience
• Experience in a medical, dental, banking, real-estate, insurance, professional-services, or other client-facing office

Not a Florida Notary yet? That's okay. For the right person, we are willing to help you obtain your Florida Notary commission.

No Legal Experience Required

This is not a paralegal position, and you do not need previous law-firm experience.

We would much rather find someone with the right personality, heart for service, work ethic, professionalism, reliability, and willingness to learn and teach that person our systems.

If you are naturally helpful, love people, take pride in making things run smoothly, and enjoy being the person others can count on, we'd love to hear from you.

To Apply

Please submit your résumé along with a short message answering these questions:

1. Why do you think you would be a great Personal & Office Assistant for a busy attorney?

2. Tell us about a time you went out of your way to make someone's day easier or provide exceptional service.

3. What makes this role appealing to you? :)

Pay: $16.00 - $18.00 per hour

Expected hours: 35.0 per week

Work Location: In person