Legal Executive Assistant
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Job Description
Executive Assistant supporting the COO of a fast-paced law firm. Providing operational support and managing complex calendars in a remote environment.
Responsibilities:
- Own and manage the COO’s calendar, including scheduling, prioritization, and conflict resolution
- Act as a gatekeeper for the COO’s time, protect focus blocks and push back diplomatically when needed
- Coordinate meetings across multiple stakeholders with time-sensitive deadlines
- Manage the COO’s inbox: triage messages, flag urgent items, draft responses, and ensure follow-through
- Draft and send internal communications to attorneys, paralegals, case managers, and staff on behalf of the COO
- Handle external correspondence with vendors, courts, opposing counsel, and referral partners
- Relay COO directives across departments and track deliverables through completion
- Coordinate with vendors: schedule calls, track open items, and follow up on agreements
- Maintain operational documents, SOPs, and firm-wide reference materials
- Prepare materials for leadership meetings and reporting
- Support HR-adjacent tasks, including drafting personnel communications and tracking documentation
- Track and proactively flag key legal dates: mediations, depositions, hearings, and trials
- Liaise with attorneys and paralegals to align the COO’s calendar with active litigation timelines
- Coordinate logistics for legal events (mediators, court reporters, vendors, etc.)
Requirements:
- 3+ years of experience as an Executive Assistant supporting senior leadership
- Law firm or legal environment experience (required)
- Strong preference for Personal Injury; open to Employment Law workflows
- Proven ability to manage complex, high-volume calendars and inboxes
- Excellent written communication skills with the ability to draft correspondence independently
- High level of professionalism and discretion when handling confidential matters
- Tech-savvy: experience with Google Workspace and task management tools
- Experience with legal case management software (e.g., Filevine) is a plus
- Experience coordinating legal proceedings (depositions, mediations, hearings, trials)
- Experience working with remote teams or virtual assistants
- Bilingual English/Spanish (required)
Benefits:
- Access to a $200k+ perk marketplace with instant discounts on 150+ services
- Access up to 50% of approved earnings before payday (no credit checks or fees)
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