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Executive Law Assistant (AI tools)

Remote:

Full Remote

Experience:

Mid-level (2-5 years)

Work from:

Philippines

Offer summary

Qualifications:

Bachelor's degree in a related field preferred, 2-4 years of experience as an executive assistant, Proficiency in Microsoft Office Suite, Familiarity with legal operations is a plus.

Key responsabilities:

Manage client inquiries and intake process
Assist with financial operations and invoicing

DOXA Talent

501 - 1000 Employees

See all jobs

Job description

Role Summary

Our client is looking for an Executive Assistant who will play a crucial role in ensuring the smooth operation of the law firm. This is an exciting opportunity to work in a fast-paced environment and make a meaningful impact as we grow the business. You'll have the unique chance to be a key player in the client’s growth journey, helping to shape the future and build a strong foundation for success.

WORK SCHEDULE: 8:00 AM – 5:00 PM Central Standard Time (10:00 PM – 7:00 AM Philippine Standard Time), follows Philippine holidays

POSITION TYPE: Full Time

WORK ARRANGEMENT: Remote

Essential Functions

Serve as the primary point of contact for clients, managing inquiries and the intake process, providing information on services and rates, preparing engagement letters, obtaining client signatures, and providing updates on legal matter progress
Assist the managing owner with all aspects of financial operations, including invoicing, billing, vendor payments, and budget management, to ensure accuracy, timeliness, and compliance This includes generating invoices and tracking payments, ensuring invoices to vendors are accurate and paid on time, and collaborating with the outsourced financial team to track budgeted versus actual expenses to ensure financial goals are met
Develop and implement processes, forms, and templates, preferably using automation and software programs
Coordinate and schedule appointments, meetings, travel, and lodging
Develop an organized filing system and maintain client matter files, ensuring all documents are accurately filed and easily accessible
Assist in the preparation and review of documents, correspondence, and routine filings
Conduct preliminary legal research to support attorneys in legal matter preparation
Perform general office duties such as answering phones, managing emails, and any other duties that may be required from time to time

Qualifications

A bachelor's degree in business administration, legal studies, or a related field is preferred or with equivalent experience or those making a career change who demonstrate the necessary skills and passion for the role
2-4 years of experience as an executive assistant or office manager, preferably within a law firm or legal department, and knowledge of law firm business operations or with diverse backgrounds who have transferable skills and a strong desire to transition into this field
Mastery of Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint
Ability and desire to learn and adapt to operational software, such as intake, billing, and client relations management (CRM software), using automated processes, as well as innovative technologies using AI, such as Co-Pilot and LexisAI+
Ability to take ownership of the role, have a passion for the legal field and/or business operations
Driven and results-oriented
Has a high level of discretion and professionalism in handling sensitive information. Strong work ethic and accountability
Proactive and adaptive problem solver who can identify potential issues and address them, anticipate the needs of attorneys take initiative to address them without waiting for instructions, and quickly adapt to changing priorities
Ability to think critically and solve problems independently
Ability to work collaboratively with attorneys to achieve common goals, and a strong desire to learn, adapt, innovate, and be a part of building a growing business
Ability to ensure accuracy in all tasks, have excellent writing and editing skills, be organized, and manage multiple tasks efficiently.
Exhibit excellent verbal and written communication skills, ensuring clear and effective interactions with clients and team members.
Ability to understand and respond to the needs and concerns of clients and colleagues with compassion and professionalism