Executive Assistant​/Paralegal

Position Summary

The Executive Assistant / Paralegal is a dual‑hatted position in which the incumbent’s primary responsibilities are as a confidential Executive Assistant. The role also includes Paralegal duties, primarily on cases where the President serves as counsel. The Executive Assistant reports directly to the President, managing his calendar and schedule, email inbox, and tracking billable time to clients. The position requires frequent interaction with members of the firm, clients, opposing counsel, senior government officials, and other parties.

The Executive Assistant also assists the Managing Partner and other Partners of the Firm as time allows.

• Executive Support (70%)
  • Screen incoming telephone calls and take messages or transfer calls as appropriate.
  • Schedule appointments for the President; maintain the President’s calendar, prioritize activities, and resolve scheduling conflicts.
  • Assist the President with tracking and inputting billable time to clients.
  • Triage the President’s email inbox and voicemails; respond to email and correspondence on behalf of the President.
  • Assist with work‑related travel arrangements as requested.
  • Draft short correspondence and email communications to clients, attorneys, and internal staff.
  • Coordinate and plan bi‑weekly staff meetings, gathering information from legal staff for the meeting agenda.
  • Coordinate and plan bi‑weekly partner meetings, gathering information for the agenda and handling logistics.
  • Compile financial documents and prepare binders for the President and others for weekly finance meetings.
  • Assist other partners with scheduling and tasks as time allows.
  • Maintain confidential files and records.
• Paralegal Duties (30%)
  • Attend and take notes during calls with the President, clients, attorneys, judges, and opposing counsel; schedule deadlines and priorities.
  • Communicate with clients and attorneys, prepare for and assist during client meetings, discovery, depositions, hearings, trials, arbitrations, and other court proceedings; perform legal research and handle case‑related documents.
  • Gather basic information from clients regarding legal claims and damages.
  • Maintain detailed and organized client records, reformat and archive documents, and communicate daily with the President, attorneys, and clients.
  • Draft, prepare, and track representation offers for potential clients, with appropriate follow‑up.

• Proven experience as an executive assistant and/or paralegal.
• Previous experience exercising sound judgment with the highest respect for confidentiality.
• Strong understanding of legal terminology, procedures, and document formats.
• Proficiency in Microsoft Office Suite and legal software (e.g., Diligent, Westlaw, Lexis Nexis).
• Exceptional written and verbal communication skills.
• Comfortable speaking on the telephone to clients, attorneys, mediators, judges, senior government officials, and other court personnel.
• Ability to work independently and exercise judgment in prioritizing assignments and tasks.
• Ability to manage multiple priorities and meet deadlines.
• Ability to adapt to changing schedules and occasional irregular hours to support the President as needed.
• Strong attention to detail.
• Excellent organizational skills.
• Ability to assist with establishing remote video links using Microsoft Teams and Zoom.
• High level of discretion and professionalism.

• Previous experience working in a law firm or legal environment.

• A bachelor's degree with at least 2 years of professional experience, OR an associate degree with at least 5 years of experience.

From $30/hour based on experience.

• 401(k)
• 401(k) matching
• Dental insurance
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Parental leave
• Tuition reimbursement
• Vision insurance