Job Description

Seeking LATAM-based candidates who are LATAM citizens. Only English CVs will be accepted.

Position : Executive Assistant / Assistant Office Manager  

Working Schedule : M-F | 9AM-5PM PST (Flexible hours with overlap)

Salary Range :$2,000-$2,500 (the final salary will be determined by the candidate's level of experience and at the discretion of the client)

About the role:

We are seeking an experienced and highly organized Remote Executive Assistant / Assistant Office Manager to support a senior Trust and Estate Partner who manages a team of attorneys and staff. This role requires a proactive, detail-oriented professional who can handle a blend of traditional executive assistant duties and office management responsibilities. The ideal candidate will be adept at managing schedules, drafting memos, and coordinating meetings while also overseeing time entry, tracking attorney billable hours, and ensuring compliance with firm expectations. Strong communication skills and proficiency with spreadsheets are essential, as this role will involve regular interaction with attorneys, staff, and clients. The assistant will also help prepare documents (forms) using the firm’s document preparation software. 

Key Responsibilities:

Executive Support:

• Manage and maintain the Partner’s daily and weekly calendar, schedule meetings, coordinating and confirming appointments.
• Prepare, proofread, and distribute memos, reports, and other business correspondence.
• Handle document preparation, scanning, copying, and electronic filing as needed.
• Assist with travel arrangements and expense reporting.
• Monitor and prioritize email correspondence, ensuring timely responses.
• Act as a gatekeeper for clients and staff, handling inquiries and directing them appropriately.

Office Management & Timekeeping Oversight:

• Oversee attorney time entry compliance and generate reports to track billable hours.
• Help the partner maintain his billable hours.
• Identify attorneys who are below target hours and send reminder emails or follow-ups.
• Review and analyze timekeeping data to ensure accuracy and efficiency.
• Assist with financial and performance reports related to attorney productivity.

Client Interaction & Professionalism:

• Serve as a liaison between the Partner and clients, ensuring a professional and polished experience.
• Handle client communications via phone and email in a courteous and timely manner.
• Maintain confidentiality and discretion in handling sensitive legal and client matters.

Technical & Operational Proficiency:

• Utilize spreadsheet software (Excel or Google Sheets) to track timekeeping and administrative data.
• Maintain and update electronic files and databases.
• Implement and improve administrative workflows for efficiency.
• Support special projects as assigned.

Qualifications:

• 5+ years of experience as an Executive Assistant, Legal Assistant, or Office Manager, preferably in a law firm or professional services environment.
• Strong proficiency in Microsoft Office Suite (Word, Excel, Outlook) and familiarity with legal billing/timekeeping software.
• Experience managing attorney time entry and tracking billable hours is highly preferred.
• Excellent communication skills (verbal and written) with a professional demeanor.
• Highly organized with exceptional attention to detail and problem-solving skills.
• Ability to work independently, prioritize tasks, and meet deadlines in a remote setting.
• Strong client service skills with the ability to interact professionally with high-net-worth individuals.
• A proactive approach to identifying and resolving issues before they become problems.

Preferred Qualifications:

• Experience working in trust and estate law or a related legal practice area.
• Familiarity with legal practice management and billing software (we are moving to Centerbase).
• Bachelor’s degree or equivalent work experience in a related field .

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