Executive Assistant

Benefits :

401(k)

Competitive salary

Training & development

The Role :

This is a critical role providing high-level administrative and organizational support directly to a personal injury attorney. You will be the attorney's right hand, ensuring their practice runs smoothly and efficiently by managing their schedule, communications, and essential case-related tasks. This position requires exceptional organizational skills, meticulous attention to detail, unwavering professionalism, and the ability to maintain confidentiality in a fast-paced legal setting. Part-time efficiency and the ability to manage priorities autonomously are key.

Key Responsibilities :

• Executive Support & Calendar Management :

Proactively manage the attorney's internal meetings, and personal appointments with precision.

• Anticipate scheduling conflicts and resolve them efficiently.
• Act as a gatekeeper, screening calls and emails, prioritizing urgent matters, and responding appropriately on the attorney's behalf.
• Communication & Correspondence :

Draft, proofread, edit, and finalize a high volume of correspondence, emails, letters (including settlement demand letters, cover letters), and legal documents under the attorney's direction.

• Professionally communicate with clients,  medical providers, experts, and internal staff via phone and email.
• Manage the attorney's email inbox, organizing, flagging urgent items, and responding to routine inquiries.
• Document Preparation & Management :

Prepare, format, proofread, and assemble legal documents, pleadings (Complaints, Motions, Discovery), settlement packages, demand packages, and client reports with meticulous accuracy.

• Utilize case management software (e.g., Clio, MyCase, FileVine - specify if known ) for document management, calendaring, and basic case updates.
• Maintain organized electronic and physical filing systems for the attorney's cases and correspondence.
• Case Support :

Assist with managing medical records and billing requests (requesting, tracking, organizing chronologically).

• Track critical deadlines and proactively remind the attorney.
• Client Interaction :

Interface professionally and compassionately with clients, providing status updates (as directed), scheduling appointments, and relaying messages.

• Maintain strict confidentiality regarding all client matters.
• General Administration :

Maintain attorney contact lists and databases.

• Order office supplies for the attorney as needed.
• Perform other administrative tasks and special projects as assigned.

Required Qualifications :

• Minimum 2+ years of proven experience as an Executive Assistant, Legal Assistant, or Senior Administrative Assistant, preferably supporting an attorney or within a law firm environment.
• Experience in Personal Injury law or litigation is HIGHLY preferred.
• Exceptional proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint).
• Superior organizational and time-management skills with the ability to prioritize effectively, meet deadlines consistently, and manage multiple tasks in a fast-paced, part-time schedule.
• Meticulous attention to detail and commitment to accuracy in all work (document preparation, data entry, calendaring).
• Excellent written and verbal communication skills, with a professional and polished demeanor.
• High level of discretion and ability to handle highly confidential and sensitive information. Understanding of legal ethics and confidentiality rules.
• Proactive, resourceful, and able to work independently with minimal supervision. Strong problem-solving skills.
• Strong interpersonal skills and ability to interact effectively with diverse individuals (clients, attorneys, staff, external contacts).
• Reliable, punctual, and adaptable.

Preferred Qualifications :

• Associate's or Bachelor's degree.
• Proficiency in legal case management software (Clio, MyCase, FileVine, Needles, etc.).
• Experience with legal terminology, procedures, and document preparation specific to personal injury (e.g., drafting demand letters, organizing medical records).
• Bilingual proficiency (especially Spanish).

Physical Requirements :

• Ability to sit for extended periods while working on a computer.
• Ability to lift and carry up to 10-15 lbs (files, supplies).

What We Offer (Part-Time) :

• Competitive hourly wage commensurate with experience.
• Flexible part-time schedule [Mention specifics if possible, e.g., "Core hours between 9am-3pm"].
• Opportunity to work directly with a respected attorney in a meaningful area of law.
• Professional and supportive work environment.