Executive Assistant

Executive Assistant

Position Summary

Our boutique law firm is seeking an Executive Assistant to provide comprehensive support to the Principal Attorney and to our team. This is not just an administrative role—it is a trusted relationship where your proactive approach, attention to detail, and ability to anticipate needs will allow the attorney to focus on practicing law and serving clients, and growing the firm.

The right person embodies our firm’s core values of Kindness, Compassion, Empathy, Teamwork, and Diligence, and brings a soft but driven personality—motivated to deliver excellence without being harsh. You will thrive if you are thoughtful, people-focused, and committed to creating an environment where both colleagues and clients feel respected and supported.

Key Responsibilities

Executive & Administrative Support

• Manage the Principal Attorney’s calendar, coordinate meetings, and ensure preparation for court dates, client matters, and firm priorities.
• Act as a trusted liaison, handling communications with discretion, clarity, and empathy.
• Anticipate needs—continuously look for opportunities to remove tasks from the attorney’s plate and streamline their workload.
• Prepare, proofread, and format correspondence, pleadings, and client documents with precision and professionalism.
• Arrange travel, track expenses, and maintain confidential records.
• Assist Principal Attorney with overseeing marketing efforts and tracking success

Financial & HR Support

• Process payroll accurately and confidentially.
• Track employee hours, reconcile timesheets, and prepare productivity and budget reports using advanced Excel skills (pivot tables, formulas, analysis).
• Support benefits enrollment and renewals, ensuring employees understand their options and receive compassionate assistance.
• Assist with accounts payable/receivable and other financial tasks as needed.

Firm Operations & Team Coordination

• Assist with interviewing and hirings
• Support new employee onboarding, exit processes, and HR-related inquiries with kindness and clarity.
• Coordinate internal communications, team meetings, and staff recognition to promote a collaborative culture.
• Assist with creating and improving processes and procedures
• Maintain compliance with firm policies, bar association requirements, and insurance renewals.
• Manage vendor communications, contracts, and procurement of services and products to support the firm.
• Organize digital and paper filing systems for easy access and confidentiality.
• Be a reliable team player who steps in wherever needed to keep the office running smoothly.
• Assist Principal Attorney with quarterly employee performance tracking

Qualifications

• Proven experience as an Executive Assistant in a professional services setting.
• Strong mastery of Microsoft Excel and Microsoft Office Suite.
• Experience with payroll systems and benefits administration (ADP, Paychex, or similar).
• Exceptional organizational skills, with the ability to prioritize and execute multiple responsibilities.
• Strong written and verbal communication, with an emphasis on clarity, empathy, and professionalism.
• Ability to handle sensitive matters with discretion and tact.

Personal Attributes We Value

• Kindness & Compassion: You approach interactions with warmth, patience, and care.
• Empathy: You understand and respect the needs of clients, colleagues, and the attorney you support.
• Team-Oriented: You collaborate easily and contribute to a positive, supportive environment.
• Diligence: You take pride in doing things thoroughly and well.
• Soft but Driven: You are highly motivated and proactive without being harsh or overbearing.
• Proactive Anticipation: You think ahead, identify needs before they arise, and take ownership to make the attorney’s role easier and the firm more efficient.

This role is ideal for a highly organized, proactive professional who thrives in a supportive, people-focused environment and wants to make a meaningful impact in a growing boutique law firm. If you are motivated by helping others succeed, enjoy managing diverse responsibilities, and embody kindness, compassion, and diligence in your work, we’d love to hear from you. Apply now for immediate consideration