Global Administrative Assistant
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Job Description
Global Administrative Assistant managing calendar operations for the Managing Attorney at Tinstman Law Firm. Organizing schedules, confirming events, and ensuring deadlines are met in a fast-paced legal environment.
Responsibilities:
- Full calendar ownership for the Managing Attorney – schedule calls, client meetings, internal check-ins, and FJA-related travel; maintain clean, complete calendar entries with key notes/logistics
- Confirm and finalize legal calendar events already placed by paralegals (e.g., depositions, hearings, mediations) by coordinating via phone/email with courts, opposing counsel, experts, and internal stakeholders to ensure everything is truly confirmed and accurately documented
- Schedule depositions and hearings in coordination with the court and opposing counsel; track confirmations, changes, and required next steps until closed
- Schedule and coordinate expert calls – align availability, send logistics, and follow up to secure confirmations
- Proactive reminders for upcoming events, hearings, deadlines, and task follow-through – keep the Managing Attorney (and relevant team members) ahead of deadlines so nothing falls through the cracks
- Prepare the Managing Attorney for meetings and legal events by confirming details, gathering needed information, prompting him ahead of time, and flagging risks/conflicts early
- Manage communication primarily via Teams chat, text, and phone (email used when required for external confirmations); communicate in a direct, low-word-count, bullet-point style
- Reschedule quickly and professionally when conflicts arise – propose options, secure reconfirmations, and update all parties promptly
- Draft routine scheduling/confirmation letters once trained and route for approval before sending (as applicable)
- Follow up with clients, attorneys, opposing counsel, court staff, experts, and team members to keep scheduling threads moving and the Managing Attorney’s workflow smooth
- Anticipate needs, identify gaps, and implement solutions before issues escalate – especially around scheduling bottlenecks and deadline risk
- Keep the Managing Attorney aware of priorities and ensure he does not miss calls, deadlines, or scheduled commitments through a consistent check-in/reminder cadence
- Support firm-wide organization by reducing administrative load on paralegals and the office manager – taking ownership of scheduling, confirmations, reminders, and coordination workflows
- Handle other administrative tasks assigned by the Managing Attorney including light research, travel coordination, and project support, while staying focused on the scheduling/deadlines mission
Requirements:
- 2–5+ years as an Executive Assistant, Admin Assistant, or similar role supporting a busy executive
- Extremely organized, detail-oriented, and reliable, with strong follow-through and strong task/deadline management
- Fast, concise communicator who prefers bullet points over long explanations
- Comfortable with constant communication via Teams chat, phone, and text (email used when needed for external confirmations)
- Able to work independently, think ahead, and anticipate needs without direction
- Comfortable coordinating and confirming scheduling for case-related events (e.g., depositions, hearings, expert calls) with courts, opposing counsel, experts, and internal team members
- Strong calendar discipline: clean documentation, accurate logistics, proactive reminders, and follow-ups to keep scheduling threads moving until fully confirmed
- Flexible, open-minded, and unfazed by frequent schedule changes
- Mature, polite, steady under pressure, and completely drama-free
- Strong command of English (clarity required; bilingualism welcome, but the Managing Attorney speaks no Spanish)
- Tech-savvy, resourceful, and comfortable coordinating across multiple team members
- Interest in long-term growth into a more senior EA or operational role is a plus
Benefits:
- Competitive monthly compensation: $1,500–$1,800 USD, depending on experience and skill set
- Part-time remote role: 20 hrs/week, with working hours scheduled within the 9 AM–5 PM Eastern window
- Flexibility for long-term growth and expanded responsibility over time
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