Executive Assistant

Job Title: Executive Assistant
Location: Remote
Schedule: 8:30 AM – 5:30 PM Eastern time
Position Type: Full-Time; Salaried

Equipment: You must provide your own computer, headset, and high-speed internet.

Welcome to Dalal & Mehta Law
We're a fast-growing, fully remote Immigration Law Firm based in New Jersey, serving South Asian families and professionals across the globe.
Our motto is simple: "We are Together."

We are proud to be the Top Family and Immigration Law firm in New Jersey.
5-Star Client Reviews – Hundreds of satisfied clients and successful case resolutions.
Recognized by Leading Legal Associations – Active membership in top legal organizations.
Multi-Lingual Legal Assistance – Providing services in multiple languages for diverse clients.

What You'll Get from Us
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

Your Role as Executive Assistant:
As an Executive Assistant t at Dalal and Mehta Law, a core function of your role will be to support the overall efficiency of the law firm while ensuring that clients receive high-quality service and that legal professionals have the resources they need to focus on their cases.

Personality & Mindset Expectations
At Dalal & Mehta Law, we don't just want an assistant—we need a true partner in execution. As the Executive Assistant to the CEO, you are expected to show up with clarity, urgency, and confidence every single day. This role is not for the hesitant or the passive—you are the CEO's extension, and your presence must reflect leadership, control, and discernment.

The right candidate is:
- Direct and clear: You don't beat around the bush. You ask the hard questions. You seek clarity. You give clarity.
- Fast-moving: You move at the pace of the CEO and often anticipate needs before they are spoken. Waiting to be told what to do isn't how you operate—you think 10 steps ahead.
- Unafraid of communication: You don't shy away from nudging a team member, calling a vendor, following up with urgency, or keeping everyone on track. You take ownership of conversations.
- Confident under pressure: You can hold your own with attorneys, vendors, and stakeholders. You don't escalate unless absolutely necessary—you troubleshoot, solve, and execute.
- Unafraid of accountability: Delegating back to the CEO is not an option. If it's on your plate, it's getting done—or it's being actively managed until it is.
- Mission-aligned: You believe in the impact of our work serving immigrant families and professionals, and you take pride in helping a law firm run like a well-oiled machine behind the scenes.
This job requires grit, loyalty, precision, and leadership—wrapped in a high-functioning, proactive communicator. If that's you, you'll be respected, supported, and challenged in the best ways here.

Key Responsibilities:

Administrative & Executive Support
- Manage the CEO's calendar (personal + professional), including client consultations, legal deadlines, family events, team check-ins, and high-level meetings.
- Oversee email inbox management—triage messages, draft responses, prioritize communication, and track follow-ups.
- Prepare and maintain firm-wide legal, HR, and executive documents, including:
- Onboarding materials for new hires
- Current job descriptions across departments
- Firm-wide policies, systems, and procedures (PSPs)

- 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 for W-2 and contract team members.
- Invoicing support and internal financial communications.
- Monitoring budget and maintaining firm 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 (e.g., Microsoft 365). Learn and manage practice management systems such as Lawmatics, Docketwise, Ringcentral, Rippling, etc.
- Technology Support: Provide basic IT support related to software used in the office (e.g., Microsoft Office Suite, legal research tools, email management). Provide basic troubleshooting or coordination with IT for tech issues.

Onboarding
- Coordination with IT to get all the logins set up for the new hires. Ensures that the information in the HR CRM is all set up properly.
- Conducts introductory sessions with new hires and hand them off to department administrators.
- Coordinates task checklists for smooth onboarding and offboarding.

- Office and Facilities Management. Monitor and manage office supplies and ensure that necessary office equipment is in working order.
- Office Coordination: Oversee day-to-day office management duties, including office cleanliness by coordinating with vendors for timely appearance for cleaning crew, legal document shredding vendors, facilities maintenance, and vendor coordination.

Supervisory Responsibilities:
- Ensures certain projects assigned by the CEO are properly managed
- Coordinates with Team Heads in confirming Attorney appearances; timely updating the team on certain instructions from the CEO

Personal Assistant Duties
As the CEO's right hand, you will also manage essential personal and family logistics with professionalism, integrity, and foresight. Your responsibilities will include:
- Manage personal scheduling: Coordinate medical appointments, family activities, school functions, household maintenance visits, and personal commitments in harmony with the CEO's professional calendar.
- Coordinate with personal vendors and service providers: Communicate with travel agents, caterers, event planners, contractors, domestic staff, and other service providers to ensure seamless execution of personal services, when needed.
- Personal event planning: Organize special occasions such as birthdays, anniversaries, holidays, and religious or cultural celebrations, including scheduling, invitations, décor coordination, and gift management.
- Virtually handle errands and purchases: Take responsibility for personal purchases such as gifts, household items, returns/exchanges, subscriptions, and online ordering.
- Manage family document organization: Assist with maintaining personal legal or medical documents, school forms, passports, visa renewals, and insurance policies in digital or physical files.
- Ensure calendar clarity and balance: Proactively align personal and professional obligations to avoid conflicts and burnout, ensuring both work and life commitments are honored.
- Support light personal communications: Draft notes, reminders, RSVPs, and personal correspondence on behalf of the CEO, with empathy and tact.
- Discreet travel and privacy support: Ensure personal affairs are handled with utmost confidentiality, especially during firm-critical weeks or high-volume periods.

The craft and expertise you'll bring:
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 Today
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.