Executive Assistant

Swans • Miami, FL

36d • Remote

About The Position

Swans builds technology, automation, and operational systems for large US personal-injury law firms. We are a team of around a dozen people today, profitable, investor-backed, and planning to grow significantly over the next 18 months. We are looking for an Executive Assistant to help us build that team and increasingly take ownership of the internal coordination and operational work that supports Swans as we grow. This is a good role for someone who enjoys working across different types of problems, likes taking ownership, and wants to learn how a growing company operates from close range. We are looking for an operational partner, a high-ownership "orchestrator" who gets energized by creating order from chaos. Initially, you will master the fundamentals by supporting core administrative functions. As you prove your ability to execute, you will progressively take ownership of more complex, ad-hoc projects across all company functions, from marketing and recruitment to finance and legal, moving them from idea to completion with minimal guidance. You will be the central operator who frees up the founders' time, allowing you to grow into the strategic partner we need as we scale. Our Company: We are a fast-moving consulting & implementation agency that improves the way US law firms use technology to deliver better services to their clients. Our Team: We are a team of around a dozen people today, and planning to grow significantly over the next 18 months. Our Culture: We are energetic, no-BS, intense, results-oriented, and driven to change our industry forever.

Requirements

• Judgment and triage. You can tell the difference between an idea, a decision, a priority, and something genuinely urgent, and you act accordingly without being told which is which.
• Discretion. You will sit inside the founders' inboxes, our finances, and our hiring conversations. You treat what you see as confidential by default.
• Ownership and follow-through. If you take something on, it gets to completion without a reminder. You are measured on outcomes, not effort.
• Executive communication. You write clearly and concisely for the CEO and CTO, and you are the first impression Swans makes on a candidate or a client on the phone.
• Practical intelligence. You can work out a sensible way forward in an unfamiliar situation, and come back with a recommendation rather than a question.
• You already use AI to do your own work faster. We build AI operations for law firms. We expect you to automate your own admin, not just execute it.
• 2-5 years of experience in similar roles.
• Experience as a Project Manager, Executive Assistant, or a similar operational role in a fast-paced environment.
• Experience working in a startup or a similar high-growth, "chaotic" environment.
• (Alternatively) Experience in a bigger company if you were responsible for managing projects end-to-end.
• Proven track record of managing multiple projects simultaneously across different functions (e.g., marketing, finance, HR).

Responsibilities

• Manage the founders' calendars, inboxes, and travel logistics.
• Prepare for and run leadership meetings, tracking all action items to completion.
• Source candidates for priority roles and run initial screening conversations.
• Coordinate interviews and candidate communication, and keep our ATS and candidate pipelines organized.
• Support hiring research and outreach and other People Ops logistics.
• Coordinate with the bookkeeper to keep finances up-to-date.
• Conduct market research and support marketing initiatives.
• Handle a constant stream of ad-hoc projects.
• Initiate, manage, and complete more complex projects across marketing, recruitment, finance, legal, and other functions.
• Work directly with the CEO and CTO to execute strategic initiatives.
• Design and implement new processes to "organize chaos".

Benefits

• Performance-based bonus & promotion path
• Flexible benefits
• Career-defining growth investment: we spent over $200,000 on team development last year, executive coaching, certifications, and training that accelerates your career beyond any traditional path

What This Job Offers

• Job Type: Full-time
• Career Level: Executive
• Education Level: No Education Listed