V101 - Executive Support Assistant
About The Position
For ambitious, culturally diverse, curious minds seeking booming careers, Job Duck unlocks and nurtures your potential. We connect you with rewarding, remote job opportunities with US-based employers who recognize and appreciate your skills, allowing you to not just survive but thrive. As a lifestyle company, we ensure that everybody working here has a fantastic time, which is why we’ve earned the Great Place to Work Certification every year since 2022! We are seeking a detail-oriented and highly organised Executive Support Assistant to support our Senior Executive Assistant and Project Manager. This role is ideal for someone who enjoys administrative operations, billing support, CRM management, and project coordination.
Requirements
- Experience working in a law firm or other professional services environment.
- Experience supporting billing, client intake, project coordination, CRM management, or administrative operations.
- Proficiency with one or more of the following: QuickBooks Online, Minute7, Airtable, Tresorit, CRM platforms, or Microsoft 365.
- Strong attention to detail with the ability to identify errors, missing information, and process inconsistencies.
- Excellent organizational, communication, and follow-up skills.
- Ability to manage multiple priorities in a fast-paced environment while maintaining accuracy and professionalism.
Nice To Haves
- English, Spanish
Responsibilities
- Assist with billing, invoicing, timesheet reviews, and financial record maintenance.
- Support client billing follow-ups, payments, and administrative processes.
- Manage inboxes, calendars, reports, documents, and routine administrative tasks.
- Enter and update client, company, matter, and project information.
- Update and maintain records in QuickBooks, Minute7, CRM, and other firm systems.
- Assist with reports, CRM cleanup, workflow administration, and special projects.
- Follow up with team members as directed to ensure projects stay on track.
- Track interactions, meeting notes, summaries, and supporting documentation.
- Monitor project updates, deadlines, assignments, and workflow status.
- Conduct data accuracy checks and identify missing or inconsistent information.
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
No Education Listed
