V101- Executive Assistant I

Job Duck

7d•Remote

About The Position

Join Job Duck as an Executive Assistant I and play a key role in supporting legal operations, administrative coordination, and attorney productivity. This position is ideal for a highly organized professional who enjoys managing processes, maintaining accurate records, and ensuring that critical administrative functions run smoothly. You will work closely with Senior Attorneys, support client communications, coordinate internal initiatives, and help maintain efficient workflows across POD 2. Success in this role requires strong attention to detail, excellent communication skills, and the ability to manage multiple priorities in a collaborative environment. If you thrive in a fast paced environment and take pride in keeping teams organized and supported, this opportunity may be a great fit for you. Monthly compensation: 1100 USD

Requirements

Experience providing administrative support in a professional services or legal environment preferred
Strong organizational and time management skills
Ability to handle confidential information with professionalism and discretion
Excellent written and verbal communication skills
Ability to coordinate multiple projects and deadlines simultaneously
Experience managing calendars, meetings, and administrative workflows
Comfortable working independently while collaborating with cross functional teams
Proficiency with Microsoft Office Suite, including Word, Outlook, PowerPoint, and Excel
Experience with document management systems and file organization processes preferred
Experience coordinating presentations and administrative communications
Administrative Support
File Management
Matter Coordination
Calendar Management
Client Communication
Meeting Coordination
Legal Administrative Support
Documentation Management
Process Coordination
Presentation Creation
Marketing Coordination
Attention to Detail
Professional Communication
Organization Skills
Time Management
Multitasking
Team Collaboration
Adaptability
Confidentiality
Problem Solving
Reliability
Initiative

Responsibilities

Ensure all new client files are properly established, organized, and contain required folders and documentation
Send meeting reminders and related communications to attorneys, clients, and team members
Coordinate the assignment of new matters to Senior Attorneys based on established POD 2 procedures
Provide administrative coverage during the Primary Assistant's absence
Assist attorneys and Marketing with the timely execution of marketing initiatives
Serve as the primary administrative liaison between POD 2 attorneys and the Marketing Department
Create presentations and supporting materials as needed
Coordinate administrative meetings for Senior Attorneys, including scheduling, invitations, and logistical arrangements
Prepare, coordinate, and distribute welcome communications to new clients
Coordinate administrative matter closing procedures and ensure all required closing steps are completed
Support operational efficiency and maintain adherence to established administrative procedures
Coordinate the collection, organization, and submission of attorney marketing content
Manage CR's calendar and coordinate scheduling needs during coverage periods
Prepare consultation notes and maintain accurate records when providing coverage support
Provide new POD 2 team members with an overview of POD structure, procedures, and available resources
Collaborate on updates and revisions to the Litigation POD 2 Policy Manual
Prepare and send client preservation letters in accordance with established procedures and attorney direction