Executive Assistant for Law Firm (Billing + Inbox + Operations Support)
Executive Assistant / Full- Time 800 - 1100 USD per-month-salaryJob Overview
Role Overview
We are seeking a highly organized, detail-oriented Executive Assistant to support a busy attorney who runs both a law firm and a consulting business. This role blends administrative support, billing/invoicing coordination, inbox and calendar management, internal task tracking, and light legal drafting support.
The ideal candidate is proactive, resourceful, and able to help keep the owner and the team organized, on track, and responsive—without requiring excessive hand-holding.
Core Responsibilities
1) Billing, Invoicing & Vendor Payments
● Prepare and send client invoices
● Support billing workflows and follow-ups as needed
● Coordinate with an external bookkeeper (status updates, questions, billing-related communications)
● Assist with processing payments to vendors (e.g., court reporters) via email/phone/online portals
2) Inbox Management & Draft Responses
● Monitor and triage the attorney’s email inbox
● Draft initial email responses for review/approval
● Flag urgent/time-sensitive matters and organize follow-ups
3) Task & Team Coordination (Accountability)
● Maintain task lists for the attorney and team members
● Track deadlines and follow-ups to ensure work is progressing
● Join weekly team calls, take notes, and convert decisions into tasks/action items
● Assign and update tasks in the chosen tracking system
4) Calendar Management & Scheduling
● Create and maintain calendar entries (Outlook)
● Schedule meetings and coordinate availability
● Support basic “keep me on track” reminders and follow-ups
5) Legal Admin & Drafting Support
● Draft or format engagement letters and client-facing documents
● Assist with initial drafts of client communications (e.g., letters, basic updates) based on provided direction
● Help prepare a monthly client update (compile info provided by the attorney and draft for review)
6) Personal Assistance Support (as needed)
● Book hotels, flights, reservations, and personal appointments
● Identify and cancel unwanted recurring subscriptions/charges (online or by calling vendors)
Role Overview
We are seeking a highly organized, detail-oriented Executive Assistant to support a busy attorney who runs both a law firm and a consulting business. This role blends administrative support, billing/invoicing coordination, inbox and calendar management, internal task tracking, and light legal drafting support.
The ideal candidate is proactive, resourceful, and able to help keep the owner and the team organized, on track, and responsive—without requiring excessive hand-holding.
Core Responsibilities
1) Billing, Invoicing & Vendor Payments
● Prepare and send client invoices
● Support billing workflows and follow-ups as needed
● Coordinate with an external bookkeeper (status updates, questions, billing-related communications)
● Assist with processing payments to vendors (e.g., court reporters) via email/phone/online portals
2) Inbox Management & Draft Responses
● Monitor and triage the attorney’s email inbox
● Draft initial email responses for review/approval
● Flag urgent/time-sensitive matters and organize follow-ups
3) Task & Team Coordination (Accountability)
● Maintain task lists for the attorney and team members
● Track deadlines and follow-ups to ensure work is progressing
● Join weekly team calls, take notes, and convert decisions into tasks/action items
● Assign and update tasks in the chosen tracking system
4) Calendar Management & Scheduling
● Create and maintain calendar entries (Outlook)
● Schedule meetings and coordinate availability
● Support basic “keep me on track” reminders and follow-ups
5) Legal Admin & Drafting Support
● Draft or format engagement letters and client-facing documents
● Assist with initial drafts of client communications (e.g., letters, basic updates) based on provided direction
● Help prepare a monthly client update (compile info provided by the attorney and draft for review)
6) Personal Assistance Support (as needed)
● Book hotels, flights, reservations, and personal appointments
● Identify and cancel unwanted recurring subscriptions/charges (online or by calling vendors)
Tools & Systems
- Must-Have
- Microsoft Office (Word, Excel, PowerPoint)
- Outlook (email + calendar)
- Nice-to-Have / Can Learn
- Clio (time tracking, matters, billing, client setup)
- Google Drive (file access/sharing)
Must-Have Qualifications
- 3+ years experience in Executive Assistant / Administrative support (legal support is a plus)
- Strong written English with the ability to draft professional, client-ready emails
- Excellent organization, follow-through, and task ownership
- Comfortable coordinating across a small team and keeping action items moving
- Confident on the phone (vendor calls, basic client-facing communication)
- High attention to detail (billing accuracy, document formatting, calendar entries)
Nice-to-Have Qualifications
- Prior experience supporting a law firm, attorney, or professional services business
- Familiarity with legal billing / invoicing workflows
- Experience drafting engagement letters or legal templates (under attorney direction)
Working Style & Expectations
- You will primarily support the owner/lead attorney, with occasional support for other team members (calendar entries, light admin), as needed.
- Candidate must be proactive and able to “think practically,” reducing back-and-forth.
- Clear communication and reliability are essential.
Success Metrics (What “Great” Looks Like)
- Invoices are sent accurately and on time; vendor payments are handled without delays
- Inbox stays organized and responses are drafted promptly
- Weekly call notes are captured clearly and tasks are updated consistently
- Team members stay accountable to deadlines and commitments
- The attorney feels noticeably more organized and less overloaded
Why Join Assist World?
100% REMOTE
$50 birthday bonus
$200 testimonial bonus
$300 tenure bonus every 6 months
$500 entry monthly raffle
NO TRACKER. NO PROBLEM