Senior Administrative Coordinator
24 hours ago
We are seeking a skilled and experienced Executive Assistant with Paralegal or Law Firm background to support our business operations.
Key Responsibilities:- Legal Document Support:
- Prepare, review, and organize legal documents such as contracts, NDAs, and memos.
- Manage legal files and confidential case documents with utmost care.
- Coordinate with legal counsel or firm staff on case progress and requirements.
- Executive-Level Assistance:
- Manage calendars, schedule meetings, and coordinate appointments across multiple time zones.
- Monitor internal projects, conduct team communications, and organize company data.
- Handle sensitive and confidential information with discretion and professionalism.
- Client & Case Coordination:
- Manage legal or executive inboxes: reply to emails, follow up on correspondence, and flag priority messages.
- Conduct client communication via phone and email for scheduling, updates, and general inquiries.
- Assist in tracking case deadlines, hearing schedules, and deliverables.
- Financial & Reporting Tasks:
- Create and send client invoices, track payments, and record expenses.
- Assist in preparing payroll and tracking billable hours.
- Gather and synthesize data on trends, industry practices, and legal research for executive reports and presentations.
- Travel & Logistics:
- Prepare detailed itineraries, book flights, hotels, and transportation for business or legal travel.
- Ensure all bookings align with client preferences and schedules.
- Crm And Systems Management:
- Update and maintain data in CRM systems and case or project management platforms.
- Support marketing and business development campaigns by organizing and inputting lead/client data.
- Content And Communication Management:
- Upload documents or media to online platforms, maintain profiles, and manage online reputation.
- Create presentations and summarize documents for executive briefings.
- Ad Hoc Tasks:
- Perform a variety of admin, operational, or legal-related support tasks as needed.
- Minimum of 3 years of experience as an Executive Assistant, preferably supporting C-level executives.
- Background or experience working in a law firm or handling paralegal duties is highly preferred.
- Bachelor's degree or certificate in paralegal studies, business administration, or any related course (required).
- Excellent English communication skills, both written and verbal (at least B2 level).
- Strong phone, email, and instant messaging communication skills.
- Outstanding organizational and time management skills.
- Tech-savvy and experienced with cloud platforms, remote communication tools, and legal systems.
- Proficient in Microsoft Office and Google Workspace (Docs, Sheets, Calendar, Gmail, Drive).
- Familiarity with CRMs, case management software (e.g., Clio, MyCase), or project tools (e.g., Trello, Asana) is a plus.
- Proactive, detail-oriented, and comfortable working independently.
- Willings to work on a graveyard shift aligned with US business hours.
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