Chief Administrative Officer with Paralegal Expertise

Legal Executive with Experience in Law Firm Operations

Job Description:

We are seeking a skilled Legal Executive to join our team. As a key member of our operations, you will be responsible for providing high-level administrative support to our organization.

Duties and Responsibilities:

• Legal Support: Prepare, review, and maintain confidential legal documents, including contracts, NDAs, and memos.
• Document Management: Store, manage, and organize sensitive case files and documents.
• Communication: Coordinate with lawyers and staff on case progress and requirements.

Executive-Level Assistance:

• Calendar Management: Manage complex calendars, schedule meetings, and coordinate appointments across time zones.
• Project Coordination: Monitor internal projects, conduct team communications, and organize company or case data.
• Sensitive Information: Handle confidential information with discretion and professionalism.

Client and Case Coordination:

• Email Management: Manage client inboxes, reply to emails, follow up on correspondence, and flag priority messages.
• Client Communication: Conduct phone and email communication for scheduling, updates, and general inquiries.
• Case Management: Assist in tracking case deadlines, hearing schedules, and deliverables.

Financial and Reporting Tasks:

• Invoicing: Create and send client invoices, track payments, and record expenses.
• Payroll: Assist in preparing payroll and tracking billable hours.
• Data Analysis: Gather and synthesize data on trends, industry practices, and legal research for executive reports and presentations.

Travel and Logistics:

• Itinerary Planning: Prepare detailed itineraries, book flights, hotels, and transportation for business travel.
• Travel Coordination: Ensure all bookings align with client preferences and schedules.

Crm and Systems Management:

• Data Entry: Update and maintain data in CRM systems and case management platforms.
• Lead Management: Support marketing campaigns by organizing and inputting lead/client data.

Content and Communication Management:

• Document Upload: Upload documents to online platforms, maintain profiles, and manage online reputation.
• Presentation Creation: Create presentations and summarize documents for executive briefings.

Ad Hoc Tasks:

• Administrative Support: Handle various administrative, operational, or legal-related tasks as needed.

Qualifications:

• Experience: Minimum 3 years of experience as an Executive Assistant, preferably supporting C-level executives.
• Background: Background or experience working in a law firm or handling paralegal duties is highly preferred.
• Education: Bachelor's degree or certificate in paralegal studies, business administration, or any related course (required).
• Language: Excellent English communication skills, both written and verbal (at least B2 level).
• Skills: 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 CRM systems, case management software, or project tools is a plus.
• Personality: Proactive, detail-oriented, and comfortable working independently.
• Availability: Willing to work on a graveyard shift aligned with U.S. business hours.

Benefits:

• Health Insurance: Comprehensive health insurance package.
• Performance Incentives: Opportunities for bonuses and performance-based rewards.
• Job Security: Stable employment with opportunities for growth and development.
• Paid Training: Ongoing training and professional development programs.
• Inclusive Culture: Supportive and inclusive work environment.
• Upskilling Opportunities: Regular opportunities for skill enhancement and career advancement.
• Work-from-Home: Flexible work arrangements, including 100% remote work options.
• Exceptional Team: Collaborative and dynamic team environment.
• Fun Work Environment: Engaging and supportive workplace culture.
• Holiday Pay: Generous holiday pay and benefits.

Schedule:

20-40 hours per week, US work hours.

This is a remote job opportunity.

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