Executive Assistant

About the Company

At Attorney Assistant, we help law firms manage the work that keeps cases moving and clients supported, including intake, follow-up, admin, legal support, and operations.

Through Staffline and Frontline, formerly known as Intake360, we provide dedicated staffing and 24/7 live intake support for U.S.-based law firms. Our team helps firms respond faster, stay organized, and build reliable support systems around their daily work.

We're growing our remote team and looking for reliable, skilled professionals who want to build long-term careers supporting law firms.

Overview

We are looking for a proactive, highly organized Executive Assistant to provide dedicated support to a U.S.-based family law firm.

This role combines executive support, legal administration, project coordination, billing follow-up, and firm operations. You will manage calendars and inboxes, coordinate court dates and meetings, maintain trackers, support billing oversight, prepare briefing materials, organize processes, and help ensure priorities and deadlines stay on track.

The ideal candidate takes initiative, communicates clearly, thinks critically, and knows when to ask questions rather than make assumptions. You should be comfortable working independently in a fast-paced remote legal environment while handling confidential information with professionalism and discretion.

Key Responsibilities

• Manage executive inboxes, calendars, and email priorities

• Schedule meetings, court appearances, appointments, and appropriate buffer time

• Monitor billing activity, flag unbilled time, track compliance, and coordinate billing-related follow-up

• Maintain case, project, and deadline trackers and follow up on outstanding items

• Prepare briefing memos, summaries, agendas, and other supporting documents

• Follow up with clients, contractors, vendors, and internal team members regarding deliverables and deadlines

• Create, update, and organize SOPs, templates, and internal documentation

• Assist with hiring, onboarding, vendor coordination, and firm events

• Support special projects and document preparation as needed

• Help organize professional and personal priorities and provide discreet administrative support when required

• Prepare a weekly CEO dashboard summarizing priorities, upcoming events, unbilled time, staff notes, and important reminders

• Keep the client informed of progress, changes, delays, or questions that could affect deadlines or deliverables

• Confirm instructions directly with the client whenever requirements are unclear and document important responses for follow-through

Required Skills and Experience

• Excellent written and verbal English communication skills

• Strong organizational skills with close attention to detail

• Proactive, self-directed approach with the ability to identify what needs to be done without constant supervision

• Strong critical thinking, judgment, and problem-solving skills

• Ability to manage multiple priorities, deadlines, and follow-ups in a fast-paced remote environment

• Comfortable communicating directly with clients to clarify instructions and prevent misunderstandings

• Professional, warm, and personable communication style, including when handling difficult or frustrated clients

• High level of discretion when working with confidential legal, business, and personal information

• Tech-savvy and able to learn new systems quickly

• Comfortable working with tools such as Outlook, Slack, Microsoft Office, Google Workspace, Adobe, and Loom

• Ability to adapt to legal practice management and CRM systems such as MyCase, Lawmatics, and Smokeball

• Prior Executive Assistant experience is helpful, especially in a legal or professional services environment, but is not required

Schedule, Compensation, and Benefits

• Full-time remote opportunity

• Monday through Friday, 9:00 AM to 6:00 PM Pacific Time, with a 1-hour unpaid lunch

• Starts at $5 USD/hour, with a possibility of a pay increase from a performance evaluation

• Must have a reliable device, stable internet connection, and quiet remote work setup.

• PTO, referral incentives, and bonuses where applicable

Note

This posting is for a current hiring need. Applicants may also be considered for similar opportunities based on their qualifications, experience, availability, and client requirements.