Executive Assistant – Legal Operations
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Job Description
Executive Assistant supporting Legal Operations at a personal injury law firm. Handling operational and administrative tasks while working remotely from Mexico.
Responsibilities:
- Manage the Director’s calendar, including:
- Internal meetings
- Attorney check-ins
- Vendor calls
- Performance reviews
- Project deadlines
- Coordinate daily workflows and ensure meeting preparedness with agendas, documents, and follow-up items
- Organize SOP updates, training materials, and operational projects
- Maintain organized digital files, shared drives, and project management systems
- Prepare meeting summaries, reports, and action item trackers
- Assist with monitoring:
- Case pipeline metrics
- Intake performance
- Departmental KPIs
- Support audits of case files, intake calls, and workflow compliance processes
- Coordinate communication between consulting clients and legal teams
- Assist with vendor coordination involving:
- Medical providers
- Investigators
- Experts
- External partners
- Draft professional emails, internal communications, announcements, and memos
- Facilitate communication between attorneys, paralegals, intake specialists, administrative staff, and leadership teams
- Maintain strict confidentiality and professionalism in all communications and documentation
- Track operational initiatives including:
- SOP rollouts
- Training implementation
- Technology initiatives
- Performance improvement plans
- Assist in preparing training materials, checklists, and documentation
- Coordinate meetings, workshops, and training sessions
- Monitor deadlines and ensure operational tasks are completed on time
- Maintain spreadsheets, dashboards, and operational performance trackers
- Support administrative and reporting workflows using cloud-based tools and project management platforms
- Assist in improving organizational efficiency through technology and process organization
Requirements:
- Previous experience supporting leadership in:
- Law firms
- Legal operations
- Professional services environments
- Personal injury (PI) experience is strongly preferred
- Excellent organizational and time management skills
- Strong written and verbal English communication skills
- Ability to manage multiple priorities in fast-paced environments
- High level of discretion, emotional intelligence, and professionalism
- Strong problem-solving and proactive thinking abilities
- Comfortable using cloud-based systems, spreadsheets, reporting tools, and operational platforms
- Ability to work independently in a remote environment
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