Executive Assistant

Position Overview

Job Title: Executive Assistant
Location: Remote
Schedule: 8:30 AM – 5:30 PM Eastern time
Position Type: Full-Time; Salaried

Equipment: You must provide your own computer, headset, and high-speed internet.

Welcome to Dalal & Mehta Law. We're a fast-growing, fully remote Immigration Law Firm based in New Jersey, serving South Asian families and professionals across the globe. Our motto is simple: "We are Together."

We are proud to be the Top Family and Immigration Law firm in New Jersey. 5-Star Client Reviews – Hundreds of satisfied clients and successful case resolutions. Recognized by Leading Legal Associations – Active membership in top legal organizations. Multi-Lingual Legal Assistance – Providing services in multiple languages for diverse clients.

What You'll Get from Us

• Steady pay + Performance bonuses
• Fully remote with supportive management
• Room to grow in a fast-rising firm
• Structured training, clear expectations, no micromanagement
• A culture that honors your skills, voice, and language

Your Role as Executive Assistant

As an Executive Assistant to Dalal & Mehta Law, a core function of your role will be to support the overall efficiency of the law firm while ensuring that clients receive high-quality service and that legal professionals have the resources they need to focus on their cases.

Personality & Mindset Expectations

At Dalal & Mehta Law, we don't just want an assistant—we need a true partner in execution. As the Executive Assistant to the CEO, you are expected to show up with clarity, urgency, and confidence every single day. This role is not for the hesitant or the passive—you are the CEO's extension, and your presence must reflect leadership, control, and discernment.

• Direct and clear: You don't beat around the bush. You ask the hard questions. You seek clarity. You give clarity.
• Fast-moving: You move at the pace of the CEO and often anticipate needs before they are spoken. Waiting to be told what to do isn't how you operate—you think 10 steps ahead.
• Unafraid of communication: You don't shy away from nudging a team member, calling a vendor, following up with urgency, or keeping everyone on track. You take ownership of conversations.
• Confident under pressure: You can hold your own with attorneys, vendors, and stakeholders. You don't escalate unless absolutely necessary—you troubleshoot, solve, and execute.
• Unafraid of accountability: Delegating back to the CEO is not an option. If it's on your plate, it's getting done—or it's being actively managed until it is.
• Mission-aligned: You believe in the impact of our work serving immigrant families and professionals, and you take pride in helping a law firm run like a well-oiled machine behind the scenes.

This job requires grit, loyalty, precision, and leadership—wrapped in a high-functioning, proactive communicator. If that's you, you'll be respected, supported, and challenged in the best ways here.

Key Responsibilities

• Administrative & Executive Support
• Manage the CEO's calendar (personal + professional), including client consultations, legal deadlines, family events, team check-ins, and high-level meetings.
• Oversee email inbox management—triage messages, draft responses, prioritize communication, and track follow-ups.
• Prepare and maintain firm-wide legal, HR, and executive documents, including onboarding materials for new hires, current job descriptions across departments, and firm-wide policies, systems, and procedures (PSPs).
• Maintain confidential digital files and folders in a secure and organized structure.
• Ensure compliance tracking for attorney licensing, bar memberships, malpractice insurance, vendor payments, and annual firm obligations.
• Liaise with the bookkeeper for monthly payroll for W-2 and contract team members, invoicing support and internal financial communications, and monitoring budget and cash flow visibility.

CEO & Project Operations

• Execute special projects and follow-through tasks assigned by the CEO.
• Coordinate cross-functional priorities with team leads and attorneys.
• Schedule internal strategy sessions, performance check-ins, and departmental updates.
• Compile weekly operational reports for the CEO—firm KPIs, staffing, open tasks, cash position, etc., by coordinating with team leads.
• Lead assigned initiatives or pilots by the CEO.
• Support tool research and implementation projects.
• Collaborate with part-time assistants or external vendors under CEO direction.

Office and Vendor Oversight

• Track firm subscriptions, legal software renewals, and contract obligations.
• Maintain master records of vendor contacts, payment terms, and key renewals.
• Plan internal events (virtual or in-person), gifts, and special announcements as needed.

Technology and Systems Management

• Software Proficiency: Use practice management software, case management systems, and document storage tools effectively (e.g., Microsoft 365). Learn and manage practice management systems such as Lawmatics, Docketwise, Ringcentral, Rippling, etc.
• Technology Support: Provide basic IT support related to software used in the office and coordinate with IT for tech issues.

Onboarding

• Coordinate with IT to get logins set up for new hires and ensure HR CRM data is properly entered.
• Conduct introductory sessions with new hires and hand them off to department administrators.
• Coordinate task checklists for smooth onboarding and offboarding.

Office and Facilities Management

• Monitor and manage office supplies and ensure that necessary equipment is in working order.
• Oversee day-to-day office management duties, vendor coordination for cleaning, shredding, facilities maintenance, etc.

Supervisory Responsibilities

• Ensure projects assigned by the CEO are properly managed.
• Coordinate with Team Heads in confirming attorney appearances; timely updates from the CEO.

Personal Assistant Duties

• Manage personal scheduling: medical appointments, family activities, school functions, household maintenance visits, and personal commitments in harmony with the CEO's calendar.
• Coordinate with personal vendors and service providers: travel agents, caterers, event planners, contractors, domestic staff, and other service providers as needed.
• Personal event planning: organize celebrations, including scheduling, invitations, décor coordination, and gift management.
• Handle personal errands and purchases: gifts, household items, returns/exchanges, subscriptions, and online ordering.
• Manage family document organization: maintain personal legal/medical documents, school forms, passports, visa renewals, and insurance policies.
• Ensure calendar clarity and balance to avoid conflicts and burnout.
• Support light personal communications: draft notes, reminders, RSVPs, and personal correspondence with tact and discretion.
• Discreet travel and privacy support: maintain confidentiality during firm-critical periods.

The craft and expertise you'll bring

• Bachelor's Degree
• 3+ years of proven experience as an Executive Assistant, or in a similar administrative role supporting senior leadership. Experience in a law firm will be highly regarded.
• Excellent skills in Excel; ability to create reports, charts, graphs, including reporting tools.
• Excellent project management skills; ensuring projects are met from conception to completion.
• Ability to influence and make sound judgement decisions.
• Team player with the ability to influence others in making ethical and sound decisions.
• Excellent communication skills, especially in client-facing interactions and cross-functional collaboration.
• Highly organized and detail-oriented with strong time management and prioritization skills.
• High level of confidentiality and discretion
• Self-motivated and comfortable working autonomously in a remote setting.
• Available to work during US business hours | Monday-Friday
• Basic bookkeeping.

Apply Today

If you want to be part of a law firm and thrive in a supportive and highly professional environment, then this is an opportunity worth considering.

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