Executive Assistant

Job Overview
This role serves as the shareholder’s or founder’s primary administrative, operational, and logistical support while also acting as the first point of contact for clients, visitors, and callers. The position blends Office Manager and Executive Assistant responsibilities with front-desk, reception, and initial family law intake coordination. The individual in this role works very closely with the shareholder or founder, is responsible for keeping the shareholder or founder informed and prepared, and helps ensure both professional and limited personal logistical needs are handled efficiently to support the smooth operation of the firm.

This is a high-trust, detail-oriented position requiring discretion, initiative, flexibility, and excellent judgment.

Key Responsibilities:

Executive & Administrative Support

• Provide direct, high-level administrative support to the shareholder or founder, including calendar management, scheduling, meeting coordination, and preparation for appointments, hearings, and other appearances.
• Meet with the shareholder or founder daily to review the next day’s schedule and priorities, and weekly to plan upcoming deadlines, commitments, and firm needs.
• Serve as the Partner’s central point of coordination, ensuring follow-ups, reminders, and action items are tracked and completed.
• Maintain close, ongoing communication with the shareholder or founder to keep them informed of office activity, client matters, deadlines, and issues requiring attention.
• Assist with preparation, organization, and follow-up for meetings, including agendas, notes, and action items.
• Run work-related and limited personal errands for the Partner as needed to support business efficiency (e.g., document drop-offs, pickups, banking, vendor coordination, supply runs, or other time-sensitive tasks).
• Use personal vehicle for errands as required.
• Maintain professionalism, discretion, and confidentiality at all times while representing the shareholder or founder and firm.
• Support shareholder or founder with administrative and clerical tasks as needed.
• Assist with special projects and firm initiatives as assigned.
• Take ownership of day-to-day office operations to ensure the office runs smoothly and efficiently.
• Manager pre-billing process and send bills to clients, follow up on balances and confirm with shareholder or founder regarding such.
• Coordinate payment of bills with bookkeeper.

Reception & Front Desk Duties

• Greet clients and visitors warmly and professionally, creating a positive first impression of the firm.
• Answer and direct incoming phone calls, emails, and inquiries in a professional and timely manner.
• Manage conference room scheduling, including setup and breakdown for meetings, mediations, depositions, and client appointments.
• Serve as backup support for general office operations and administrative coverage.
• Maintain a tidy kitchen and organized supplies.

Initial Intake & Client Coordination

• Serve as the first point of contact for prospective family law clients via phone, email, and online inquiries.
• Conduct initial, high-level intake screening for family law matters (e.g., divorce, custody, support), gathering essential information with empathy and professionalism.
• Accurately enter preliminary intake information into the firm’s CRM and case management systems.
• Schedule consultations with attorneys and confirm appointments with prospective clients.
• Clearly communicate next steps, consultation expectations, and required documentation prior to attorney meetings.
• Coordinate with the legal team to ensure a smooth handoff for full intake and case evaluation.
• Input and maintain data in the firm’s databases and CRM systems.
• Assist the Partner with maintaining contact with referral sources and professional networks through Smokeball tracking and follow-ups.

Marketing & Firm Support

• Assist with posting approved social media content and coordinating with the firm’s marketing consultant as needed.
• Manage e-cards, thank-you notes, and other firm communications.
• Assist with vendor status checks, invoice input, and expense discrepancy monitoring (e.g., Stamps.com).
• Assist with shareholders’ presentations, speaking engagements, and marketing/networking initiatives.

Requirements and Qualifications:

• Minimum of 2 years’ law firm experience (family law preferred).
• Prior experience as an executive assistant, office manager, or similar high-level administrative role required.
• Reliable personal vehicle required.
• Valid driver’s license, proof of insurance, and a clean/good driving record required.
• Experience in operating standard office equipment such as a computer, photocopier, postage machine, and scanner.
• Smokeball experience preferred.
• Ring Central experience preferred.
• Proficient in Microsoft 365 (specifically, MS Word, MS Excel & Outlook), and Adobe Pro/Sign.
• Must be a self-starter who is well organized and can handle multiple tasks with the ability to prioritize work.
• Must be a team player with a positive attitude.
• Must be reliable and responsible.
• Excellent communication skills, both verbal and written.
• Ability to work in fast paced environment while paying close attention to detail.
• Professional appearance and demeanor.
• Must be able to lift 50 lbs.
• Exceptional attendance.

Pay: $26.44 - $36.06 per hour

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Vision insurance

Work Location: In person