Virtual Executive Assistant

Role Overview

We are seeking a highly organized and reliable Virtual Executive Assistant to support the Managing Partner of a U.S.-based boutique law firm.

This role is focused on handling non-billable administrative tasks, enabling the Managing Partner to focus on billable client work and revenue-generating activities.

The ideal candidate is proactive, detail-oriented, and comfortable working directly with a business owner in a fast-paced professional environment.

Key Responsibilities
• Manage email inbox, including organizing, prioritizing, and drafting responses
• Calendar management, scheduling meetings, and coordinating appointments
• Document formatting, proofreading, and administrative/legal document support
• File and document organization in OneDrive and Microsoft 365’s cloud-based systems
• Assist with client intake and follow-ups
• Assist with client invoicing workflows, including preparing and sending invoice emails
• Conduct online research and summarize findings
• Book and organize travel plans
• Assist with drafting and scheduling content for LinkedIn and other social media platforms, including formatting posts, sourcing images, and maintaining a content calendar
• Track tasks, deadlines, and action items
• Provide general administrative support to streamline daily operations
• Maintain strict confidentiality of all sensitive legal, client, and business information. This role supports an active law firm and involves exposure to attorney-client privileged matters. Discretion is a non-negotiable professional requirement of this position.

Daily Tasks
• Reviewing and organizing emails and action items
• Managing calendar and scheduling meetings
• Preparing, editing, and formatting documents
• Tracking deliverables and deadlines
• Supporting client communication workflows
• Maintaining organized digital filing systems

Qualifications

Required:
• 5+ years of experience as a Virtual Assistant, Executive Assistant, or Administrative Assistant
• Strong organizational and time management skills
• Excellent written and verbal English communication
• High attention to detail and accuracy
• Ability to work independently and proactively
• Proficiency with Microsoft 365, including Word, Outlook, and OneDrive for document management and file organization

Preferred:
• Experience supporting a law firm or professional services business
• Familiarity with legal contract workflows and documentation
• Experience with Clio Manage for matter management, client intake, and billing workflows (strongly preferred — candidates with Clio experience will be prioritized)

Working Hours:
• Part-time: 20-30 hours per week, with expectation that hours will increase as the role expands
• Must be available and online during core U.S. Eastern Time business hours, 8:00 AM – 5:00 PM ET, Monday through Friday.

Key Attributes for Success
• Highly reliable and responsive
• Proactive and able to anticipate needs
• Discreet and trustworthy with confidential information
• Process-driven and detail-oriented
• Comfortable working directly with a business owner