Executive Inbox & Calendar Manager

Core Responsibilities
1) Inbox Filtering & Sorting
Monitor the Managing Attorney’s inbox (Gmail or Outlook) throughout the business day
Delete spam and junk email
Categorize emails by:
Client
Case/matter
Court
Internal staff
Vendors
Apply labels, folders, or tags to keep the inbox organized and searchable
Create and maintain automated email rules and filters

2) Prioritization & Escalation
Flag and surface urgent emails immediately, including:
Court deadlines
Time-sensitive filings
Client emergencies
Settlement communications
Attorney-to-attorney correspondence
Maintain a daily “Urgent Items Summary” for the Managing Attorney
Escalate critical items via Slack or SMS when required

3) Drafting & Responding (Using Templates)
Draft and send routine responses using firm-approved templates, including:
Scheduling requests
Follow-ups
Intake confirmations
Document receipt confirmations
Vendor coordination
Maintain a professional legal tone in all communications
Ensure all outgoing messages are grammatically perfect and brand-consistent
Log and track responses when required

4) Calendar Integration & Scheduling
Schedule appointments, calls, and meetings directly from email requests
Manage Google Calendar or Outlook Calendar
Send calendar invites and confirmations
Send reminders to internal staff and external parties
Avoid scheduling conflicts
Protect focus blocks and court time
Apply firm naming conventions (e.g., [COURT], [CONSULT], [TRIAL PREP], [FOCUS])

5) Confidentiality & Security
Adhere to strict confidentiality standards for:
Attorney-client communications
Court correspondence
Financial matters
Settlement discussions
Follow firm data security protocols
Use secure passwords and 2FA
Handle privileged information responsibly
Never forward or store sensitive information outside approved systems

6) Decluttering & Archiving
Regularly archive old or resolved emails
Maintain clean inbox hygiene
Manage storage capacity
Create and apply long-term folder structures

7) Unsubscribing & Filtering
Identify and unsubscribe from:
Junk newsletters
Marketing emails
Non-essential vendor updates
Create automated filters for:
Reports
System notifications
Low-priority alerts