Executive and Personal Assistant

Job Title: Virtual Executive and Personal Assistant to Law Firm Owner

Do you want to be a team member that solves clients’ legal problems so they can turn the page to the next chapter of their lives?

We are an entrepreneurial Family Law firm that is on track for aggressive growth and we
need an experienced executive and personal assistant to join our team and work directly with the owners and attorneys to support the team and help our clients. We are dedicated to providing compassionate and comprehensive legal services to our clients. Our areas of practice include divorce, child custody, adoption, and other family law matters. We are a small but dynamic firm that values personalized service and attention to detail.

Family Law problems suck! We want to be known for helping our clients solve their legal problems, so they come out of an extremely emotional process feeling as though they are a better person, in a better position, and that they had a team behind them that really cared and fought for them. We are growing fast, and we need an executive and personal assistant who can hit the ground running.

If the statements below appeal to you, then you may be our next executive and personal assistant!

• You smile when you answer the phone (even in the virtual world)
• You are an amazing scheduler with a sickening degree of attention to detail
• You are very good with Google Workspace (formerly G-Suite), e-mail management, word processing, and the internet
• Your middle name is “No Drama”
• You are an awesome juggler of tasks and can change gears quickly – You do not think
data entry is “beneath you”

Position Overview:
The Executive and Personal Assistant will provide a wide range of administrative, operational, and personal support to the owner. This role requires a high level of discretion, excellent communication skills, and the ability to manage multiple tasks efficiently. The ideal candidate will be a self-starter with a keen eye for detail and a strong ability to anticipate the needs of the firm owner.

Key Responsibilities:

• Administrative Support:
• Manage the firm owner’s calendar, schedule meetings, and coordinate appointments.
• Handle incoming and outgoing correspondence, including emails, phone calls, and mail.
• Prepare and edit documents, reports, and presentations.
• Organize and maintain files and records, both electronic and physical.
• Client Relations:
• Act as the primary point of contact for clients and stakeholders on behalf of the firm owner.
• Coordinate and prepare for client meetings, including arranging necessary documentation and follow-ups.
• Handle sensitive and confidential information with discretion.
• Operational Support:
• Assist with the day-to-day operations of the firm, including office management and supply procurement.
• Coordinate travel arrangements, including booking flights, accommodations, and transportation.
• Support the firm owner with personal tasks as needed.
• Personal Assistance:
• Manage personal errands and tasks for the firm owner, including scheduling personal appointments, handling household management, and organizing personal events.
• Assist with family-related logistics and activities, ensuring a smooth balance between professional and personal commitments.
• Project Management:
• Assist in the planning and execution of firm events, marketing initiatives, and special projects.
• Monitor and follow up on project timelines, ensuring deadlines are met.
• Conduct research and gather information as needed for various projects and cases.

Qualifications:
• Bachelor’s degree in business administration, law, or related field preferred.
• Minimum of 3-5 years of experience as an executive assistant or in a similar role, preferably within a legal setting.
• Exceptional organizational and time management skills.
• Strong written and verbal communication skills.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and legal practice management software.
• Proficiency in Google Workspace (formerly G-Suite), e-mail management, word processing, and the internet
• Experience with cloud-based CRM and case management systems (Preferably Clio and Lawmatics).
• Ability to work independently and handle multiple tasks simultaneously in a fast-paced environment.
• High level of professionalism, integrity, and discretion.
• Experience managing personal tasks and errands is a plus.
• Spanish speaking is an asset

Benefits:

• Competitive salary commensurate with experience.
• Paid time off and holidays.
• Professional development opportunities.
• Positive and collaborative work environment.

How to Apply:

We love to help people learn and grow. But we don’t have the time for that right now. We need an executive assistant with experience. (some Family Law experience would be a bonus). The ideal candidate will be able to take initiative on work that needs to be done and complete tasks with minimal handholding. This is a full-time job where you are expected to manage your own tasks, existing client questions (or where to get the answers) and support the efforts of the firms active caseload, so you absolutely must be able to work 8:30 AM to 5:00 pm EST.

If you think you are a great addition to the team, please prepare the following:

o Attach cover letter in PDF format. Explain what you believe are the 3 most important qualities needed in someone who works with family law clients and why you believe they are the most important qualities. In addition please explain why you applied to this posting. As a closing sentence please write, “I have read the instructions contained in the job posting and have followed the instructions.”
o Record and send us a sweet and short introductory video not exceeding 2 minutes. Be yourself!
o Attach your updated CV or resume

Do not send your resume through this website. Email your resume, cover letter in PDF format and introductory video to Click to view. The subject line of the email should your first and last name (all caps), followed by the position you are applying for in lower case. [ For example: JOHN SMITH virtual/executive assistant]

We look forward to reviewing your application.

APPLICATIONS RECEIVED THROUGH THIS PLATFORM AND DO NOT FOLLOW INSTRUCTIONS WILL NOT BE CONSIDERED.