Executive Assistant & Legal Operations Specialist

Job Title: Executive Assistant & Legal Operations Specialist

Location: Remote (Latin America)

Working Hours: Full-Time, Monday to Friday, 8:00 AM to 5:00 PM CST

Compensation: $1,800 - $2,500 USD per month (based on experience)

About the Company

Our client is a dynamic, newly established solo law practice led by an attorney with 30 years of legal experience. The firm specializes in Public Finance, advising on government bond and infrastructure projects, and is simultaneously developing a Personal Injury practice. Beyond the legal scope, the firm acts as the central hub for the principal attorney's diverse entrepreneurial ventures, including real estate and other business interests.

The Opportunity

We are seeking a highly organized, proactive, and exceptionally competent Executive Assistant & Legal Operations Specialist to provide comprehensive support to the principal attorney. This role is a hybrid position that requires a strong legal background, ideally in U.S. law and/or personal injury, combined with high-level administrative, organizational, and project management skills. The ideal candidate will be a self-starter who can work independently and is comfortable managing a wide variety of tasks across multiple business areas.

Key Responsibilities

The successful candidate will play a foundational role in standing up and managing the practice, with duties split between legal support, administrative tasks, and project management.

Legal & Operations Support (Paralegal Focus)

• Assist with transactional work related to governmental clients, including document preparation for bond deals and infrastructure projects, and support for governmental investigations.

• Help establish and run the new PI practice, including client intake, handling communication with clients and courts, and using (or helping to select/implement) case management software.

• Prepare and format legal documents, ensuring high standards of grammar, spelling, and legal terminology.

• Complete training modules and videos alongside the attorney to quickly get up to speed on the PI practice and firm procedures.

Executive & Administrative Support

• Take ownership of and manage complex projects independently, often with minimal oversight. This includes managing a crucial project to achieve minority business certification for the firm, which requires gathering documents and managing the application process.

• Serve as the primary point of contact for external communication, including drafting and sending emails on the attorney's behalf, and making calls to clients, courts, and vendors.

• Manage the attorney’s professional and personal calendar and handle travel/reservation logistics.

• Manage administrative tasks for the attorney's other venture, which may include coordinating repairmen, handling correspondence, and other varied personal tasks.

Required Qualifications & Skills

Must have:

• Proven experience in a paralegal, legal assistant, or executive assistant role, with a background in U.S. law firm operations. Minimum 3 years of experience in a similar role.

• Demonstrated high-level fluency in both written and verbal English is essential for client and court communication.

• Proactive: Must be a self-starter who initiates communication and action.

• Highly organized and systematic, capable of managing complex responsibilities.

• Ability to work autonomously, manage projects from start to finish, and anticipate needs.

• Advanced knowledge of Microsoft Office Suite and comfort with quickly learning new legal and business technology platforms.

• High level of accuracy and attention to detail.

Nice to have:

• Experience or strong foundational knowledge of Personal Injury and/or Transactional/Corporate Law.

• Public Finance knowledge is a plus!

• Proven ability to manage all aspects of a case, including in-depth legal research, drafting essential documents, and comprehensive case file management.

• Familiarity with practice management software (e.g., CaseMap, PCLaw, TimeMatters, Filevine, Clio) to streamline legal processes for efficiency and accuracy.

• Advanced proficiency in Microsoft Office Suite, Adobe, and Canva/Photoshop for creating polished client-facing materials.

• Experience utilizing AI tools to enhance administrative efficiency and support legal tasks.