Legal Assistant & Executive Support Specialist - Freelance, Remote

The Impact you’ll make

• Own email and calendar: schedule, confirm, reschedule, and surface priorities; cc partner/executive as needed
• Book travel and manage complete itineraries
• Drive proactive follow-ups, reminders, and next-step planning
• Place outbound calls/texts on behalf of the executive to providers, clients, and vendors

• Coordinate personal appointments, home repairs, and vendor outreach
• Manage logistics and scheduling to reduce executive context-switching
• Track confirmations and ensure timely follow-through

• Contact medical providers for records, bills, confirmations, and case-related requests; track statuses and deadlines
• Manage data entry and client intake inside Filevine; maintain accurate, up-to-date case records
• Generate standard documents and letters; ensure confidentiality and professional formatting
• Track case-related expenses and upload/organize receipts in Filevine

• Enter expenses, reconcile receipts, and maintain accurate case expense logs
• Support basic bookkeeping tasks tied to case management and reporting

• Prepare presentations and pitch decks; draft light content using AI tools (e.g., Claude)
• Assist with social media: Instagram posting/management, cross-posting to Facebook, and coordinating/posting TikTok content
• Follow brand voice and maintain posting cadence

Skills, Knowledge and Expertise

• Proven years of experience in supporting a legal environment (e.g., personal injury, litigation, case management, legal admin), including medical records handling and provider communications
• Proficiency with a legal case management system; Filevine strongly preferred
• Proven experience with client intake, document handling, and confidential information management
• Strong written and verbal English; confident making outbound calls and texting professionally
• Intermediate proficiency in Google Workspace (Gmail, Calendar, Docs/Sheets) and basic expense/receipt entry

• Technical: Filevine (or similar CMS) fluency; Google Workspace; Zoom; Microsoft Word/Excel/Google Sheets; social platforms (Instagram, Facebook, TikTok); AI tools (Claude); business texting tools (e.g., Magic Workspace)
• Communication: Clear, concise writing; confident, empathetic phone presence with clients, providers, and legal contacts
• Execution: Meticulous attention to detail; excellent follow-through; strong time management; owns outcomes with minimal oversight
• Judgment: Discretion with sensitive data; understands confidentiality; anticipates risks and flags issues early
• Adaptability: Tech-savvy; comfortable context-switching between legal support, executive tasks, and light marketing

• Computer with at least 8GB RAM, an Intel i5 core processor/AMD Ryzen 5 Processor and up.
• Internet speed of at least 40MBPS
• Headset with an extended mic that has noise cancellation and a webcam
• Back-up computer and internet connection
• Quiet, dedicated workspace at home

• You thrive in a boutique, high-access firm where precision, responsiveness, and compassion matter
• You’re proactive, resourceful, and comfortable taking ownership without constant direction
• You can confidently liaise with medical providers, clients, and vendors while keeping immaculate records
• You enjoy balancing legal case work with executive/personal assistance and light marketing tasks
• You embrace modern tools and AI to move faster and smarter

• Remote position
• Must have a reliable internet connection and a quiet workspace
• Required to provide own computer with Intel Core i5 or something similar or higher operating system

• 40 hours per week
• Monday–Friday, 9:00 am–5:00 pm US Time

• $7 per hour
• No benefits package included

Benefits