Executive Assistant
Position Description
The Firm Exp. is a fast-growing consulting company dedicated to helping personal injury law firms streamline operations, enhance case management, and achieve long-term success. We provide behind-the-scenes support that empowers law firms to focus on serving injury victims with excellence and compassion.
We are seeking a proactive and highly organized Executive Assistant to support our CEO and COO. This is a fully remote role that offers an opportunity to work closely with the leadership team in a dynamic, mission-driven environment.
Position Summary:
The Executive Assistant will serve as a strategic partner to the CEO and COO by providing high-level administrative support, managing schedules, coordinating projects, and ensuring the efficient operation of daily activities. This role requires exceptional organizational skills, discretion, adaptability, and the ability to thrive in a fast-paced virtual setting.
Key Responsibilities:
Administrative & Calendar Management:
Manage and maintain complex calendars for the CEO and COO, including scheduling meetings, calls, and appointments.
Coordinate internal and external meetings across multiple time zones.
Prepare meeting agendas, take detailed notes, and track action items for follow-up.
Communication & Correspondence:
Act as the primary point of contact for internal teams and external stakeholders on behalf of the CEO/COO.
Draft, proofread, and manage business correspondence, emails, and presentations.
Monitor and prioritize incoming communications to ensure timely responses.
Project & Task Coordination:
Support special projects, business development initiatives, and operational improvements as directed by leadership.
Track deadlines, deliverables, and progress on various initiatives to ensure timely execution.
Assist with the preparation of reports, data collection, and research for strategic planning.
Operational Support:
Help manage vendor relationships, client onboarding processes, and internal systems.
Coordinate travel arrangements, virtual events, and team meetings as needed.
Maintain strict confidentiality of sensitive information and business matters.
Qualifications:
Minimum 3 years of experience as an Executive Assistant, Administrative Coordinator, or in a similar role supporting C-level executives.
Exceptional organizational and time management skills with meticulous attention to detail.
Strong written and verbal communication skills.
Highly proficient in Microsoft Office Suite, Google Workspace, and project management tools (e.g., Asana, Trello, Slack).
Tech-savvy with the ability to learn and adapt to new platforms and tools.
Self-starter with the ability to work independently in a remote environment.
Preferred Skills:
Prior experience supporting executives in professional services, legal, or consulting environments.
Exposure to operations, business development, or project management.
Bilingual (Spanish/English) is a plus.