Executive Assistant

Work directly with a New York City law firm CEO. Manage operations, lead meetings, and make an impact daily.
Executive Administrator (Full-Time, Remote – EST Hours)
New York City Family Law Firm
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About the Firm
ASJ Law Office is a New York City–based boutique family law firm that helps professionals divorce efficiently and with dignity. We handle high-level family law matters, including divorce, custody, child support, and mediation, with a strong focus on structure, strategy, and service.
We are seeking a dependable and detail-oriented Executive Administrator who thrives in a fast-paced legal environment and can take initiative without constant supervision.
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Position Overview
The Executive Administrator works directly with the Managing Attorney and is responsible for overseeing the daily operations of the firm. This role requires initiative, precision, and leadership. You will coordinate between departments, manage calendars and communication, and ensure all moving parts of the firm operate seamlessly.
This is not a task-based role; it’s a leadership support position. The right candidate will identify what needs to be done before being asked and execute it to completion.
Work Hours: 9:00 AM – 6:00 PM Eastern Standard Time (U.S.)
Work Type: Full-time, remote (no other employment allowed)
Experience Required: Minimum of 2–3 years working in a law firm (family law experience preferred)
Do not apply if you have not worked for a law firm. DO NOT CALL OUR OFFICE. APPLICANTS WHO CALL WILL AUTOMATICALLY BE REMOVED FROM PROCESS!
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Key Responsibilities:
1. Operational Management
• Lead and organize daily team huddles in the morning and afternoon; record notes and follow-ups.
• Compile and send End-of-Day (EOD) reports that summarize all team activity and updates.
• Ensure all tasks and workflows are up to date in Trello, Clio Manage, and Notion.
• Oversee the firm’s internal communication systems, including Microsoft Teams and KumoSpace (remote office).
• Identify gaps in processes and propose solutions to improve efficiency.
• Ensure the Managing Attorney’s operations run seamlessly without daily micromanagement.
2. Calendar and Scheduling Management
• Manage the Managing Attorney’s calendar for meetings, court dates, networking events, and professional connections.
• Coordinate with the Paralegal to ensure client meetings are properly scheduled and documented.
• Work with the Intake Specialist to manage lead consultations and ensure calendar accuracy.
• Maintain all calendar links and ensure no overlaps between internal and external meetings.
• Send timely reminders and follow-ups to ensure the Managing Attorney is always prepared for upcoming meetings.
3. Travel Management
• Arrange travel itineraries for the Managing Attorney, including flights, hotels, and transportation.
• Ensure that travel schedules align with existing fir ---------- etings and commitments.
• Maintain a shared record of all upcoming trips and ensure all tea ---------- mbers are aware of travel dates to avoid overlap or miscommunication.
4. Communication & Follow-Up
• Proactively follow up on all pending communications — especially introductions, networking follow-ups, and meeting confirmations.
• Track correspondence to ensure the Managing Attorney never misses a follow-up or scheduled meeting.
• Maintain a clear system (Trello/Notion) for tracking all ongoing external communications and commitments.
5. Document Creation & Administrative Support
• Draft and format internal and external firm documents, reports, and templates.
• Maintain digital file organization in OneDrive.
• Prepare agendas, take notes, and follow up on action items fro ---------- etings.
6. Inventory & Supplies
• Maintain and reorder office supplies, firm swag, and branded materials.
• Manage vendor relationships to ensure timely delivery and cost-effective purchasing.
7. Technology & Systems
• Oversee the smooth operation of Clio Manage, Trello, Notion, Canva, OneDrive, Mailchimp (or similar), Teams, and KumoSpace.
• Troubleshoot or escalate tech issues as needed.
• Ensure all systems are being used consistently and properly by tea ---------- mbers.
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Required Skills & Qualifications
• Minimum 2–3 years of experience in a law firm (required; family law preferred).
• Strong written and verbal communication skills in English.
• Proficiency in Clio Manage, Trello, Notion, Canva, OneDrive, Teams, Mailchimp (or similar), and KumoSpace (or similiar).
• Exceptional organizational and time management skills.
• Must be detail-oriented and able to track multiple moving parts.
• Must be a self-starter who takes initiative without needing constant supervision.
• Must demonstrate follow-through, if a task is assigned, it must be completed and confirmed.
• Reliable, professional, and able to handle confidential information with discretion.
• Must be able to work full-time, exclusively for ASJ Law Office (9 AM–6 PM EST).
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Preferred Qualifications
• Prior experience as an Executive Assistant or Operations Administrator in a law firm.
• Experience handling attorney travel and meeting logistics.
• Familiarity with client intake, billing, and workflow management.
• Proven ability to create systems and structure within a fast-paced environment.
• References and recommendations from prior law firm employers are a plus.
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Core Traits We’re Looking For
• Proactive: Anticipates needs and handles them before being asked.
• Detail-Oriented: Spots mistakes, tracks follow-ups, and ensures nothing slips through the cracks.
• Organized: Keeps calendars, systems, and communication running like clockwork.
• Dependable: Follows through on every commitment and keeps leadership informed.
• Communicative: Updates the Managing Attorney regularly without needing reminders.
• Accountable: Owns mistakes, learns quickly, and implements better systems moving forward.
If you’re someone who needs to be told what to do daily, this is not the role for you.
If you thrive in an environment where you’re trusted to lead, organize, and anticipate- you’ll excel here.
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Compensation & Benefits
• Paid time off and firm holidays.
• Long-term growth opportunity within a structured, high-performing firm.
• Direct mentorship from the Managing Attorney.
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How to Apply:
1. Send a copy of your resume to ---------- DO NOT APPLY IF YOU HAVE NOT WORKED FOR A LAW FIRM.
2. If you are qualified for the job, you will receive a link to complete the pre-interview questionnaire.
Applications submitted without completing the questionnaire will not be reviewed.
References and recommendations from prior employers are a plus.
DO NOT CALL OUR OFFICE. APPLICANTS WHO CALL WILL AUTOMATICALLY BE REMOVED FROM PROCESS!