Executive Assistant Job Description
Blue Mahoe Law Firm is a dynamic legal firm specializing in estate planning; business law; probate; and guardianship. We pride ourselves on delivering exceptional services to our clients, leveraging modern technologies and innovative approaches.
Job Description
About the Role:
I am seeking a skilled Executive Assistant with proven experience in:
• Project Management & Coordination
o Utilize Lawcus to manage tasks, assign deadlines, and track project progress.
o Coordinate team tasks, ensuring deadlines are met and that everyone is aligned on priorities.
o Ensure Legal Assistant is managing client approvals and revisions, following up on pending tasks as necessary.
o Prepare weekly and monthly reports summarizing matter/case progress and client deliverables.
• General Administrative Support
o Schedule and prepare agendas for weekly team meetings.
o Assist with organizing digital files and maintaining cloud storage systems (OneDrive, SharePoint, Lawcus).
o Handle occasional research tasks, vendor management, and other admin duties as needed.
• General Management
o Managing other contractor and employees
o Managing communications with vendors and third parties
• Calendar & Email Management
o Ownership of Calendar:
Schedule and coordinate client meetings, internal team calls, and project timelines.
Prioritize time blocks for project work, creative tasks, and personal commitments.
Manage time zone differences and ensure no overlaps or double bookings.
Regularly update and adjust the calendar based on any changes or cancellations.
o Inbox Management:
Organize and prioritize emails, responding to general inquiries, ensure legal assistant is on top of tasks/responsibilities, and ensure client communication is promptly addressed.
Draft and send follow-up emails, proposals, or meeting summaries.
Ensure timely responses to client and team inquiries, flagging urgent items.
Maintain an organized inbox with efficient folder management.
o Task Management
• Working with Marketing Team Regarding:
o Content Creation (Canva)
o Social media posts
o Minor video editing
o Lead magnets
o Misc. handouts and downloads
o Social marketing campaign implementation
• Social Media Account Management
o Monitor social media posts across multiple platforms.
o Ensure weekly social media content calendar has been reviewed and approved.
o Lead Generation and Organization
o Track social media performance through reports provided by management team to measure campaign success.
• Proficient use software such as Word, PowerPoint, Calendly, Mailchimp, and Microsoft Suite of products.
Qualifications & Skills
1. Experience in administrative roles, preferably within legal field.
2. Proficiency in client relationship management software (Lawcus) and experience with social media scheduling tools.
3. Solid understanding of Microsoft Office 365 (Outlook, Calendar, Docs, Excel, OneDrive).
4. Native English speaker and/or excellent written and verbal communication skills in English.
5. Strong time management and organizational skills with the ability to handle multiple priorities.
6. Comfortable working in a fast-paced, creative environment with limited supervision.
This job is a good fit for you if:
1. You have been an executive assistant for 4+ year(s) and have testimonies or case studies to showcase your work.
2. You have proven experience in social media and lead generation.
3. You are a self-starter with the ability to manage your time and meet deadlines.
4. You are able and available to work during the hours of 8am-6pm ET, if full-time; or 9am-4pm ET, if part-time.
5. You are either a native English speaker or have excellent written and verbal English skills.
6. You do not shy away from a challenge and are able to use critical thinking to solve minor roadblocks in your work.
7. You are comfortable signing an NDA and confidentiality clause.
Experience working with attorneys or in the legal field is strongly preferred but not required.
Compensation:
• Starting salary is 35-40/hour depending on experience.
• Compensation reviews (employees only) occur:
o after 90-day probationary period; and
o annually in October/November.
• This position (employees only) is eligible for yearly discretionary bonuses.
• Insurance (health, vision, dental) available after 90-day probationary period (employees only).
Working Hours:
• Full-time: Monday – Friday, with availability during the hours of 8am – 6pm Eastern Time
• Part-time: 25-30 hours per week. Monday – Friday, with availability during the hours of 9am – 4pm Eastern Time
• Weekly meetings will take place on Mondays at 10 am EST to discuss ongoing tasks and updates.
