Duties and Responsibilities include but are not limited to:
Legal & Administrative Support:
• Prepare, proofread, and organize legal documents such as contracts, NDAs, and memos.
• Store, manage, and maintain legal files and confidential case documents.
• Coordinate with legal counsel or firm staff on case progress and requirements.
Executive-Level Assistance:
• Manage calendars, schedule meetings, and coordinate appointments across multiple time zones.
• Monitor internal projects, conduct team communications, and organize company or case data.
• Handle sensitive and confidential information with discretion.
Client & Case Coordination:
• Manage legal or executive inboxes: reply to emails, follow up on correspondence, and flag priority messages.
• Conduct client communication via phone and email for scheduling, updates, and general inquiries.
• Assist in tracking case deadlines, hearing schedules, and deliverables.
Financial & Reporting Tasks:
• Create and send client invoices, track payments, and record expenses.
• Assist in preparing payroll and tracking billable hours.
• Gather and synthesize data on trends, industry practices, and legal research for executive reports and presentations.
• Prepare detailed itineraries, book flights, hotels, and transportation for business or legal travel.
• Ensure all bookings align with client preferences and schedules.
CRM & Systems Management:
• Update and maintain data in CRMs and case or project management platforms.
• Support marketing and business development campaigns by organizing and inputting lead/client data.
Content & Communication Management:
• Upload documents or media to online platforms, maintain profiles, and manage online reputation.
• Create presentations and summarize documents for executive briefings.
• Handle a variety of admin, operational, or legal-related support tasks as needed.