Job Description

Executive Assistant – Legal Practice (up to five years of experience) Schedule: Hybrid (4 days onsite / 1 day remote) Salary: $70,000–$90,000 (commensurate with experience) The Opportunity Our client is seeking a high-performing Executive Assistant to support senior attorneys and their practice team in a fast-paced, professional services environment. This is not a traditional administrative role. You will serve as a central support partner , a connector across teams and workflows , and a trusted communicator between attorneys, clients, and internal stakeholders. This role is ideal for someone who is tech-savvy, quick to learn, highly organized, and thrives on responsibility . If you enjoy being the person who keeps everything running smoothly, anticipates what’s needed next, and adapts quickly as priorities shift, this role offers meaningful impact and long-term growth. What You’ll Do Executive & Legal Support Provide high-level, confidential administrative and legal support that directly contributes to exceptional client service. Act as a trusted extension of the attorney and practice team, managing priorities with professionalism, discretion, and sound judgment. Independently prioritize, research, and follow up on incoming matters, including sensitive and time-critical issues. Calendar, Scheduling & Travel Management Manage complex calendars with precision, often across multiple time zones and busy schedules. Proactively track matter-related deadlines and follow-up items. Create and manage internal and external meeting invitations, ensuring all details are accurate (Zoom links, locations, agendas, contact information). Coordinate closely with internal departments (IT, Travel, Office Services) and external vendors. Oversee all aspects of attorney travel planning and logistics, leveraging internal travel resources while keeping efficiency, attorney preferences, and client needs front and center. Communication & Relationship Management Serve as a professional liaison between attorneys, clients, courts, and internal teams. Handle all written, verbal, and in-person interactions with diplomacy, discretion, and professionalism. Build strong working relationships with colleagues at all levels, including senior leadership and external partners. Document, Matter & Project Management Draft, edit, format, and proofread legal documents, including correspondence, memoranda, pleadings, notices, exhibits, and trial or closing binders. Prepare and distribute schedules, agendas, meeting materials, minutes, and notifications. Proactively gather background materials and due diligence so attorneys are fully prepared for meetings, hearings, and client interactions. Process Matter Opening Forms (MOFs), track approvals, assign matter numbers, and maintain accurate status lists. Maintain Outlook contact lists and ensure information is always current. Support attorneys’ financial and client growth objectives. Process timesheets daily, draft entries, and follow up as needed. Coordinate expense processing with the Business Center. Maintain physical and electronic files, perform quality checks, and provide overflow support to attorneys outside primary team assignments. Litigation & Corporate Support (As Needed) Litigation Support Handle federal, state, and appellate e-filings. Schedule remote court appearances. Coordinate court reporters for hearings and depositions; manage transcripts and client distribution. Schedule messengers and vendors for court filings and document delivery. Corporate Support Conduct internet and database research. Request UCC, litigation, and bankruptcy searches. Obtain certified documents and file formation documents with state and county entities. Maintain client minute books and select estate-related files. Provide support outside standard business hours, including evenings and weekends, as needed. Take on additional responsibilities as assigned to support the success of the practice and team. Requirements Two years of college or equivalent experience required. Bachelor’s degree or equivalent experience preferred. 5+ years of experience in a high-level administrative or executive support role. Prior experience in a law firm or professional services environment strongly preferred. Exceptional organizational and time management skills with a proven track record of success. Strong written and verbal communication skills with a polished, professional style. Tech-savvy and quick to learn new tools and systems. Advanced proficiency in Microsoft Office (Word, Excel, PowerPoint) and Outlook (calendar and task management). Comfortable using Zoom, Microsoft Teams, and digital collaboration tools. Meticulous attention to detail and strong proofreading skills. Ability to manage multiple priorities, adapt quickly to change, and remain calm under pressure. Strong judgment, discretion, and ability to handle confidential information. Self-starter mindset with a sense of ownership and accountability. Project management skills or training a plus. Why This Role This is a high-visibility, high-impact role supporting senior legal professionals where your work directly influences client service, operational excellence, and practice success. The firm values collaboration, professionalism, and individuals who take ownership and pride in their work. PeopleShare provides equal opportunities to all employees and applicants for employment without regard to race, religion, color, age, sex, national origin, sexual orientation, gender identity, genetic disposition, neurodiversity, disability, veteran status, or any other protected category or class under federal, state, and/or local laws. This policy applies to all locations and all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training. #J-18808-Ljbffr

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