Senior Administrative Coordinator

Executive Assistant Role

This is a highly rewarding position where you will serve as the right-hand person to the CEO, supporting the overall efficiency of the law firm and ensuring that clients receive high-quality service.

As an Executive Assistant, you will be responsible for managing the CEO's calendar, overseeing email inbox management, preparing and maintaining firm-wide legal, HR, and executive documents, and maintaining confidential digital files and folders.

• Key Responsibilities:
• Administrative & Executive Support: Manage the CEO's calendar, including client consultations, legal deadlines, family events, team check-ins, and high-level meetings.
• Email Inbox Management: Triage messages, draft responses, prioritize communication, and track follow-ups.
• Document Preparation & Maintenance: 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).
• Confidential File Management: Maintain confidential digital files and folders in a secure and organized structure.
• Compliance Tracking: Ensure compliance tracking for attorney licensing, bar memberships, malpractice insurance, vendor payments, and annual firm obligations.
• Liaison with Bookkeeper: 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: Execute special projects and follow-through tasks assigned by the CEO.
• Coordinate Cross-Functional Priorities: Coordinate cross-functional priorities with team leads and attorneys.
• Schedule Internal Strategy Sessions: Schedule internal strategy sessions, performance check-ins, and departmental updates.
• Compile Weekly Operational Reports: Compile weekly operational reports for the CEO—firm KPIs, staffing, open tasks, cash position, etc., by coordinating with team leads.
• Lead Initiatives or Pilots: Lead assigned initiatives or pilots by the CEO.
• Support Tool Research & Implementation: Support tool research and implementation projects.
• Collaborate with Part-Time Assistants or External Vendors: Collaborate with part-time assistants or external vendors under CEO direction.

Office and Vendor Oversight

• Track Firm Subscriptions: Track firm subscriptions, legal software renewals, and contract obligations.
• Maintain Master Records: Maintain master records of vendor contacts, payment terms, and key renewals.
• Plan Internal Events: 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.
• Provide Basic IT Support: Provide basic IT support related to software used in the office and coordinate with IT for tech issues.

Onboarding

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

Office and Facilities Management

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

Supervisory Responsibilities

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

Personal Assistant Duties

• Manage Personal Scheduling: 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: 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: 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: 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.

Requirements:

• 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 Now: 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.

---