FULL-TIME EXECUTIVE ASSISTANT

We are hiring a full-time EXECUTIVE ASSISTANT!

PLEASE READ CAREFULLY - Apply by submitting BOTH a LINK to a RESUME in PDF format and a PROFESSIONAL INTRODUCTION VIDEO via direct message to me on platform on OnlineJobs.ph. Recycled introduction videos will be discarded and resumes in any other format aside from PDF will also be discarded.

Please also read the job description in detail. We will only be considering candidates who have very good working behavior (one who has stayed with a single company or client as an executive assistant for a minimum of five years) and a strong executive assistance background. If you are not this person, please do not apply.

This role goes far beyond scheduling and requires someone who can act as a true right hand who will be anticipating needs, managing projects, and handling both professional and personal tasks with precision.

You will work directly with our attorney (with a liaison for support) to ensure the practice runs smoothly, the attorney’s time is protected, and important details never fall through the cracks.

What You’ll Do

Attorney & Office Support
Learn attorney’s preferences and create a written playbook for continuity.
Proactively communicate when workload is too light or too heavy.
Serve as backup for office email processing, ensuring every message is responded to or assigned.
Manage personal emails (friends/family), draft replies with AI, and adjust as needed.

Calendar & Scheduling
Manage business and personal calendars.
Prevent double bookings; build in prep time for meetings.
Schedule client appointments with reminders via text/email.
Enforce “no appointment” weeks by rescheduling conflicts without attorney involvement.

Travel & Points Management
Book flights and hotels, balancing cost and convenience.
Track and use reward points (airline, hotel, credit card, Disney).
Ensure points are applied before expiration.

Personal & Family Support
Order weekly meal plan services; ensure meals suit children’s preferences.
Research alternative meal services for variety.
Pay personal bills/expenses via online portals.
Handle school coordination across 3 schools: activities, permission slips, after-school programs, and doctor appointments.

Reports, Presentations & Research
Prepare reports, presentations, and feedback as requested.
Research enrichment programs (summer camps, tutoring, sports, activities).
Use Canva to design brochures and other materials.

Community & Marketing Support
Assist in producing The Westender (quarterly local newspaper):
Coordinate production timelines.
Recruit local writers/photographers.
Manage Facebook page with frequent, engaging posts.
Join local FB groups and reply when someone seeks an estate planning or bankruptcy attorney (low priority).

Project & Team Coordination
Track project deadlines and follow up with staff for reports/data.
Set reminders and ensure deliverables are submitted on time.

Household & Event Management
Coordinate household maintenance for residences in CT, FL, and potentially abroad.
Plan special occasions: office holiday parties, team events, client appreciation events.
Send birthday cards, thank-you notes, and gifts.

Who You Are
Educated: Bachelor’s degree required.
Proactive & Independent: Able to take initiative and work with minimal hand-holding.
Organized & Detail-Oriented: A perfectionist (or close to it).
Tech-Savvy: Skilled with online portals, travel booking, Canva, and digital tools.
Strong Communicator: Comfortable speaking up about workload and priorities.
Personality Fit: A “jack of all trades” with a strong, take-charge personality.

Why This Role Matters
This is not a typical assistant position. The right candidate will become a trusted partner and someone who ensures the attorney can focus on clients, while you manage the details of business operations, personal commitments, and projects.