Executive Legal Assistant

EXECUTIVE LEGAL ASSISTANT — SENIOR LEVEL

Location: Remote (West Coast hours preferred; strong candidates from all U.S. time zones considered)

Type: Full-Time Employee (90-day introductory period)

Reports To: Managing Partner

Start Date: Immediate

Please read this posting in full and follow the application instructions below. Prior legal experience is required. Incomplete applications will not be reviewed.

About the Firm

Brody | Gapp LLP is a nationally recognized, remote-first boutique litigation and compliance firm serving the mortgage banking industry nationwide. Led by founding partners with over 50 years of combined experience as former general counsel, chief compliance officers, and litigators, the firm delivers proactive, business-focused counsel across regulatory compliance, complex litigation, and strategic advisory services. Our clients include independent mortgage banks, credit unions, depositories, fintechs, and related service providers across the country.

We are also at the forefront of AI governance in financial services — advising lenders and technology vendors on emerging regulatory frameworks, publishing industry-leading analysis, and developing practical compliance tools for an industry in rapid transformation.

The Role

We are seeking a highly organized, initiative-taking Executive Legal Assistant to serve as a critical operational partner to the Managing Partner and firm attorneys and paralegals. This is not a passive support role — you will be the central point of coordination ensuring that legal deadlines, marketing initiatives, administrative operations, and client-facing deliverables run with precision and accountability.

This position requires high-volume output on a daily basis. All new hires begin with a 90-day introductory period with structured performance milestones and a formal review — designed to ensure a strong mutual fit before long-term commitment. The ideal candidate brings senior-level experience in legal administration, thrives in a fast-paced, client-facing environment, exercises sound independent judgment, and is energized by working at the intersection of law, compliance, and business strategy.

While this is a fully remote position built on flexibility and trust, occasional travel-related tasks will be required — including mailing client documents via USPS or FedEx and other firm-related errands as necessary.

RESPONSIBILITIES

Legal Operations & Deadline Management

- Manage and monitor all legal deadlines, court filing dates, regulatory submission timelines, and compliance calendars across multiple attorneys

- Prepare, proofread, format, and file legal documents, correspondence, memoranda, and client deliverables with meticulous attention to detail

- Assist with e-filings and maintaining organized case files

- Open and close matters, run conflict checks, and maintain file accuracy

- Track attorney calls, meetings, and daily time spent; draft corresponding time entries into the billing system on a daily basis

- Scan, organize, and edit PDFs and maintain document repositories

- Coordinate with courts, agencies, opposing counsel, and clients on scheduling and filings

Calendar, Communications & Executive Support

- Serve as the primary gatekeeper for the Managing Partner's calendar, inbox, communications, and priorities

- Consistently review incoming emails — prepare draft responses and flag potentially urgent matters requiring attorney attention

- Coordinate communication between the Managing Partner, attorneys, clients, and third parties

- Manage incoming calls, correspondence, and document flow

- Coordinate travel arrangements, meeting logistics, and event planning

- Process expense reports, track invoicing timelines, and liaise with accounting and bookkeeping

- Manage vendor relationships and office technology platforms

- Handle confidential and sensitive information with the highest degree of discretion

Marketing & Business Development Support

- Coordinate the production, editing, and distribution of firm publications, articles, newsletters, and industry commentary

- Manage social media scheduling, website content updates, and marketing calendar deadlines

- Support conference and speaking engagement logistics — including registrations, materials preparation, and travel coordination

- Maintain media contact lists and coordinate with industry publications and podcast producers

- Assist with CRM updates and client relationship tracking

Required Qualifications

- Minimum 7 years of experience as an executive-level legal assistant, legal secretary, or senior administrative professional in a law firm or corporate legal department

- Solid understanding of litigation terminology, court procedures, and legal document preparation

- Strong writing, communication, and proofreading skills

- High proficiency with MS Outlook, MS Word, and PDF management tools; working familiarity with Excel and PowerPoint

- Ability to manage email and calendar priorities across multiple attorneys simultaneously

- Typing speed of 60–80+ WPM

- Exceptional organization, judgment, follow-through, and demonstrated reliability

- Absolute discretion and professionalism with confidential matters

Preferred Qualifications

- Experience with ShareFile, SharePoint, Microsoft Teams, Goldfinch, and LeanLaw

- Experience supporting attorneys in regulatory compliance, financial services, or mortgage banking

- Paralegal certificate or formal legal secretary training

- Familiarity with marketing tools (e.g., Mailchimp, WordPress, LinkedIn, Canva)

- Comfort working with AI-assisted tools and emerging legal technology platforms

- Notary public commission (or willingness to obtain)

Core Competencies

- Meticulous attention to detail and exacting standards in legal document preparation

- Strong problem-solving and independent decision-making

- Composure under pressure and polished professionalism with clients and third parties

- Ability to manage multiple competing tasks and deadlines without sacrificing accuracy

- Initiative, accountability, and a positive, service-driven attitude

What We Offer

- Competitive salary commensurate with experience

- Fully remote work environment, with flexibility and trust

- 90-day introductory period with clear performance benchmarks — structured so both sides can confirm the right fit

- Direct partnership with firm leadership on high-visibility matters

- Exposure to cutting-edge work at the intersection of law, mortgage banking, and AI governance

- Opportunity to grow with a dynamic, nationally recognized firm

- Supportive, collegial culture that values operational excellence, integrity, and initiative

To Apply

Submit the following to admin@brodygapp.com:

1. Resume — demonstrating relevant legal administrative experience

2. Salary requirements — applications without compensation range/expectations will not be considered

3. Brief cover letter addressing:

- Your experience managing legal deadlines and administrative operations in a law firm or legal department

- A specific example of how you improved an administrative process or workflow in a prior role

- Your comfort level working in a fully remote environment with a high degree of autonomy

Applications will be reviewed on a rolling basis. Position is available immediately.

Pay: $30.00 - $40.00 per hour

Benefits:

• 401(k)
• Dental insurance
• Flexible schedule
• Health insurance
• Paid time off
• Vision insurance
• Work from home

Work Location: Hybrid remote in Irvine, CA 92603