Executive Administrative Assistant (Remote)

Job Title: Executive Assistant

Location: Remote

Company: LawVisory (Legal and Compliance Law Firm)

Position Type: Full-time

About Us:

LawVisory is a premier legal and compliance law firm providing top-tier advisory services to clients navigating complex legal and regulatory landscapes. We pride ourselves on delivering expert legal counsel with a focus on corporate governance, risk management, and compliance. Our team is dynamic, fast-paced, and highly professional, and we are seeking a skilled Executive Assistant to support our Managing Attorney in managing the high demands of a busy law firm.

Role Overview:

We are looking for an Executive Assistant with a minimum of 10 years of experience in intensive scheduling, email management, and high-level administrative support. This remote role demands exceptional organizational skills, the ability to stay calm under pressure, and a strong sense of initiative. The Executive Assistant will play a crucial role in managing the Managing Attorneys schedule, facilitating communication, and ensuring smooth day-to-day operations of the firm.

Key Responsibilities:

• Email & Communication Management:
• Monitor and triage the Managing Attorneys emails, identifying time-sensitive matters and sorting communications for the Managing Attorneys attention versus team or client needs.
• Coordinate meeting requests with clients, business partners, and internal teams, ensuring that meetings are scheduled efficiently and in a timely manner.
• Organize virtual meetings via Zoom, using Microsoft Outlook calendar for scheduling and ensuring all links and meeting details are properly set up.
• Ensure the Managing Attorney’s calendar is balanced and free of scheduling conflicts, avoiding back-to-back meetings where possible to allow for necessary breaks and preparation time.
• Travel Coordination & Event Planning:
• Manage all aspects of travel planning, including booking flights, hotels, ground transportation, and preparing detailed itineraries for business trips, conferences, and client meetings.
• Ensure that travel schedules are well-coordinated, and that the Managing Attorney has sufficient time to prepare for events or trips without disruption.
• Handle logistics for attending or speaking at legal and compliance conferences, ensuring seamless execution of travel and accommodation arrangements.
• Document Management & Legal Compliance:
• Oversee the execution of legal documents, engagement agreements, and client contracts using DocuSign, ensuring that all necessary signatures are obtained and processed in a timely manner.
• Ensure that all documents sent and received comply with legal and regulatory standards, keeping the Managing Attorney updated on the status of critical documents.
• Internal Coordination & Team Communication:
• Sort and categorize incoming communications, and direct important updates to the relevant team members via appropriate channels (e.g., Telegram team chats).
• Liaise regularly with the Practice Coordinator to track progress on ongoing legal matters and project updates.
• Liaise with the Head of Marketing on marketing and project updates, providing the Managing Attorney with necessary status reports.
• Follow up on action items and key projects, ensuring that the Managing Attorney is kept informed about developments and milestones.
• Personal & Miscellaneous Support:
• Coordinate personal appointments and services for the Managing Attorney, including medical treatments, spa bookings, and maintenance services.
• Handle the purchase and delivery of gifts for clients, business partners, and team members on special occasions (birthdays, holidays, etc.).
• Support with ad-hoc personal or business-related tasks as assigned by the Managing Attorney.

Key Qualifications:

• Experience:
• Minimum of 10 years of experience as an Executive Assistant or in a similar high-level administrative role, with specific experience supporting senior executives in a fast-paced, high-pressure environment. (required)
• Previous experience in a legal or compliance setting is a plus, but not required.
• Skills:
• Advanced proficiency in Microsoft Office Suite (particularly Outlook, Word, and Excel). (required)
• Strong experience managing virtual meetings via Zoom and coordinating schedules in Microsoft Outlook.
• Proficient in using DocuSign or other document management platforms.
• Excellent written and verbal communication skills.
• High level of attention to detail and strong organizational skills.
• Strong time management and prioritization skills, with the ability to handle multiple tasks simultaneously.
• Familiarity with legal compliance and documentation processes is an advantage.
• Personal Attributes:
• Proactive, adaptable, and comfortable in a fast-paced, constantly changing environment.
• High level of professionalism, confidentiality, and discretion when handling sensitive information.
• Ability to stay organized under pressure and maintain a calm, solution-oriented approach in managing a high-volume schedule.
• Self-motivated, resourceful, and able to anticipate needs with little direction.

Why Join Us?

• Work remotely for a leading law firm with a strong focus on legal and compliance services.
• Be a crucial part of a high-performing team, supporting an executive with substantial impact.
• Opportunity for growth and professional development in a fast-paced, legal services environment.
• Competitive salary and benefits.

How to Apply:

• If you meet the qualifications and are excited about the opportunity to support a dynamic legal executive, we want to hear from you. Please submit your resume and a cover letter outlining your relevant experience to nvazquez@lawvisory.com. We look forward to learning more about how you can contribute to the success of LawVisory.