Executive Assistant for US Based Attorney

Executive Assistant for US Based Attorney
Our law office is looking for a full-time legal/executive assistant for a busy law practice. This role will focus exclusively on assisting the attorney with administrative tasks for our landlord-tenant matters. The primary roles for this position include the following:
1. Assist the attorney and paralegal staff by answering office phones, scheduling client phone calls with attorney or paralegal, and scheduling potential phone calls to clients. Summarize voicemails and route messages to staff members.
2. Assist attorney and paralegal staff by responding to client emails and routing them to appropriate office staff; send case status updates to clients by email and phone.
3. Assist attorney and paralegal by reviewing client intakes for completeness of questions, verifying and clarifying discrepancies in information and following up with clients and third parties for information needed to process client cases.
4. Save and organize client photos, videos, and documents in client case files.
5. Follow up with our legal partners (process servers, Superior Courts, Sheriff Departments, etc.) for documents and information they need to complete.
6. Calendar case deadlines, hearing dates, and attorney personal matters.
7. Assist attorney and paralegal staff by e-filing court pleadings and documents with Superior Courts in which our office practices.
8. Send client billings and invoices, and assist attorney and paralegal staff with collecting client payments, making deposits, and entering deposit transactions into client ledgers or trust accounts.
9. Manage automated client updates and reminders (via ActiveCampaign).
10. Reply to reviews on Google and Yelp.
11. Post office newsletter in ActiveCampaign.
12. Collect comments from office TikTok channel and YouTube to generate video ideas.
13. Assist attorney with posting videos on TikTok and other video platforms.
14. Assist attorney with completing forms and reports for office expenses, insurance, and licensing agencies.
15. Help attorney complete intake forms for vendors and individuals.
16. Help attorney coordinate weekly scheduling of personal events such as family events, daycare, and so on.
17. Assist attorney with online research for personal events and projects.

Required Skills
• Confidence communicating in English over the phone and in writing (not negotiable). You will be the first point person of contact on the phone during business hours (Monday through Friday 9:00 a.m.?5:00 p.m. Pacific Time).
• Pride in work.
• Ability to show up for work on time and ready to work as agreed.
• Ability to work with a team in a virtual environment.
• Ability to follow directions; attention to detail (a must).
• Ability to maintain attorney-client confidentiality with case matters.
• Have reliable personal high-speed Internet and your own computer that can utilize LogMein to log into our PCs and perform work.
• Basic understanding or a willingness to learn within 30 days landlord-tenant terminology such as landlord, tenant, plaintiff, defendant, lease/rental agreement, monthly rent, month-to-month rental agreement, one-year lease, and the basic steps of an eviction.
• Ability to work with Microsoft Outlook, Microsoft Word, Adobe Acrobat, Google/Chat GPT, and an Internet browser to complete tasks.
• Ability to problem-solve and work in a collaborative team environment.
Our firm is looking for a person who can be part of our growing legal team to provide the best legal services possible. No legal or law firm experience is necessary. We will train the right person. It is important that you can talk confidently on the phone in English, take pride in your work, and have great attention to detail.

How to Apply for This Position
To be considered for this position, please email your resume to ---------- resume must be in PDF format (other formats will not be opened or accepted).
In your email’s subject line, please type in all caps “ACE ATTORNEY.”
In lieu of a cover letter, please attach to your email the link to an unlisted YouTube video or Loom video that you have recorded. We will only accept an unlisted YouTube or Loom video. No other files or formats will be accepted. In the video, record yourself answering in English the following questions. The purpose of the video is to evaluate your English and presentation skills.

Questions to Answer in Your YouTube Video
Question 1. Have you worked for a lawyer, law firm, or legal department; as an executive assistant; or in a role that requires attention to detail? If yes, please explain how your experience can meet our office needs.
Question 2: What daily responsibilities in your current position will be helpful in working with our office?
Question 3: This position is anticipated to be a 40-hour work week that will require you to have high-speed Internet and a work station with at least two monitors. Working hours will be predominately Monday-Friday from 9:00 a.m. to 5:00 p.m. Pacific Time. Why would this type of work situation be ideal for you?
Question 4. Have you worked as a virtual executive or legal assistant and/or performed work remotely? If so, please describe your experience.
Question 5. Is there anything else you would like us to know about you?

Bonus: If you want to show off your skills, send the following Information with your application. (This is an example of types of tasks you will be given at our office.)
1. Go to the Superior Court of California County of Solano website ( ---------- ) and obtain a copy of the Tentative Rulings for Department 10 (Judge Christine Donovan). Then attach a copy of the latest Tentative Ruling for Judge Donovan to your application.
2. Go to the Superior Court of California County of Contra Costa website ( ---------- ) and answer the following question. Does this Superior Court have a local rule of court about obtaining relief following breach of a settlement agreement in limited jurisdiction cases for unlawful detainer cases? If yes, please provide the local rule number.
3. Go to the California Apartment Association ( ---------- ) and provide the cost of membership for a person who owns or manages property for 321 Tuolumne Street, Vallejo, CA 94590, which contains four rental units. Please provide all membership options available to an owner or person who manages the property and attach that information to your application.