Executive Support Specialist

We are seeking a skilled Executive Support Specialist to provide administrative and legal support to the Principal. This role is ideal for a motivated individual with experience in managing complex calendars, preparing legal documents, and coordinating timely client communication.

• Track and inform the Principal of upcoming deadlines and key appointments.
• Monitor urgent and routine folders, taking prompt action as needed.
• Manage scheduling for the Principal across multiple time zones and priorities, in coordination with the Executive Assistant.
• Maintain the firm-wide calendar, serving as the primary point of responsibility for tracking internal meetings, court dates, filing deadlines, and key events.
• Transcribe electronic dictation and prepare legal documents from recorded material.
• Develop and maintain a working knowledge of case summaries and progress in conjunction with status reports and case trackers.
• Take meeting notes and ensure effective follow-up with clients or other parties.
• Prioritize and uphold high-level client experience, exceeding client expectations.
• Ensure timely email and correspondence management on behalf of the Principal, with a strong emphasis on responsiveness and discretion.
• Develop relationships with the internal team and top clients.
• Ensure all documents comply with court rules, formatting requirements, and filing deadlines.
• Create high-quality documents in Word and PowerPoint ready for presentation.
• Draft and format legal documents such as contracts, pleadings, motions, and correspondence.
• Organize and maintain filing systems.
• Prepare tasks, billing descriptions, and manage client billing using law firm systems (e.g., Clio); track billable time and reconcile expenses as needed.

• At least 3 years' experience as Legal Secretary, Legal Assistant, or Paralegal.
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint) with advanced document formatting and file organization experience.
• Familiarity with legal billing and timekeeping software (Clio preferred), including invoice preparation, report generation, and tracking billable hours.
• Experience using legal document management systems for organizing and retrieving case files.
• Strong knowledge of legal terminology, court filing procedures (state and federal), and case documentation workflows.
• Proficiency in preparing, formatting, and proofreading legal documents, correspondence, pleadings, motions, and contracts with a high level of accuracy.
• Skilled in transcribing dictation and preparing legal documents from recorded material.
• Familiarity with electronic court filing systems (state and federal) and compliance with jurisdictional requirements.
• Ability to manage sensitive and confidential information with discretion, integrity, and professionalism.
• Proficiency in legal research using tools such as Westlaw, LexisNexis, or other online databases, with the ability to summarize findings concisely.
• Fully fluent in English; ability to work U.S. business hours (Pacific, Central, or Eastern Time).

• Full-time employment with a reputable organization.
• Opportunity to work remotely and achieve a better work-life balance.
• A fast-paced, collaborative environment that promotes growth and development.
• Competitive salary and benefits package.
• Ongoing training and professional development opportunities.

• This is a long-term role dedicated to serving one client.
• The selected candidate will be matched to a client based on their background, skills, and goals.