Chief Administrative Partner

Are you a highly organized and proactive individual looking to support senior leadership in a fast-paced law firm? We are seeking an Executive Assistant to join our team.

The successful candidate will have excellent administrative skills, be able to multitask with ease, and have a strong attention to detail. They will be responsible for managing the CEO's calendar, email inbox, and confidential digital files, as well as overseeing various projects and initiatives.

Key Responsibilities:

• Manage the CEO's calendar, including scheduling appointments and meetings, coordinating travel arrangements, and ensuring timely updates from the CEO.
• Oversee email inbox management, triaging messages, drafting responses, prioritizing communication, and tracking follow-ups.
• 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, invoicing support, 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.
• 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.

Required Skills and Qualifications:

• Bachelor's Degree
• 3+ years of proven experience as an Executive Assistant, or in a similar administrative role supporting senior leadership.
• 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 judgment 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.

Benefits:

• 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.

Others:

We offer a competitive compensation package and opportunities for professional growth and development. If you are a highly motivated and organized individual who thrives in a dynamic environment, we encourage you to apply.