[Hiring] Executive Assistant @Paired

Role Description

We are looking for an experienced Executive Assistant to support the Managing Attorney at a US-based law firm with executive administration, complex calendar management, practice support, and personal coordination.

The ideal candidate is proactive, highly organized, and comfortable managing competing priorities while handling confidential information with discretion. Strong hands-on experience using AI tools and large language models (LLMs) to automate tasks and improve administrative workflows is essential.

Executive & Calendar Management

• Manage complex calendars, coordinating meetings, court appearances, client consultations, and personal commitments.
• Proactively identify and resolve scheduling conflicts.
• Screen, prioritize, and route calls, emails, and correspondence; draft initial responses and flag urgent matters.
• Prepare meeting agendas, briefing materials, presentations, and supporting documentation.
• Track tasks, deadlines, action items, and follow-ups to ensure timely completion.

Administrative & Practice Support

• Coordinate domestic and international travel, including itineraries, reservations, lodging, and expense reports.
• Maintain organized filing systems and assist with document preparation and formatting.
• Update legal case management and CRM systems, such as Clio or Lawmatics.
• Serve as a professional point of contact for clients, opposing counsel, co-counsel, vendors, and internal staff.
• Coordinate personal appointments, errands, and household-related requests as needed.

AI & Workflow Automation

• Use AI tools and LLMs to streamline recurring administrative tasks and improve efficiency.
• Identify opportunities to automate workflows, including communication drafting, meeting preparation, information organization, and follow-up tracking.
• Develop and refine prompts and repeatable workflows that produce accurate, useful outputs.
• Review AI-generated content for accuracy and follow firm policies when handling confidential or privileged information.

Confidentiality & Discretion

• Handle sensitive client files, personnel matters, and firm financial information with strict confidentiality.
• Exercise sound judgment and maintain professional boundaries when managing sensitive communications and requests.

Qualifications

• Proven experience as an Executive Assistant, Personal Assistant, or in a comparable role supporting senior leadership.
• Experience independently managing complex calendars, competing priorities, and time-sensitive follow-ups.
• Strong hands-on experience using AI tools and LLMs to automate tasks, beyond occasional chatbot use.
• Excellent written and spoken English, with professional communication skills.
• Strong organizational skills, attention to detail, and the ability to anticipate needs.
• Experience coordinating travel, preparing meeting materials, and maintaining organized documentation.
• Ability to handle confidential information with discretion and sound judgment.
• Comfort supporting both professional responsibilities and personal coordination needs.
• Previous experience supporting attorneys or working within a law firm.
• Familiarity with Clio, Lawmatics, or comparable legal case management and CRM systems.
• Experience using workflow automation platforms alongside AI tools.

Benefits

• Competitive salary (USD)
• Work From Home
• Flexible hours