Executive Assistant

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About the job
Location: Remote

Job Description:

We are seeking an exceptional Executive Assistant to provide high-level administrative and operational support to a busy legal professional or legal team. This role is ideal for a highly intelligent, resourceful, and proactive professional who can confidently manage competing priorities, anticipate needs, and exercise sound judgment with minimal supervision.

A legal background is not required, although previous experience supporting lawyers, law firms, or other professional services organizations will be considered an advantage. The successful candidate must be comfortable working New York business hours and communicating professionally with clients and other external stakeholders.

Responsibilities:

Manage complex calendars, including scheduling meetings, coordinating appointments, resolving conflicts, and proactively managing changing priorities.
Coordinate domestic and international travel arrangements, including flights, accommodation, transportation, itineraries, and schedule changes.
Manage and prioritize email correspondence, ensuring important matters are identified, followed up on, and handled promptly.
Communicate professionally and tactfully with clients, vendors, and other external stakeholders on behalf of the executive or legal team.
Draft, format, proofread, and edit basic correspondence, documents, and other business materials with a high degree of accuracy.
Assist with administrative QuickBooks tasks, including processing straightforward U.S. payroll and maintaining accurate information.
Monitor outstanding client payments and conduct professional, tactful follow-ups regarding overdue invoices.
Maintain organized records, documents, and administrative systems while handling confidential and sensitive information with discretion.
Anticipate executive needs, proactively follow up on outstanding matters, and ensure deadlines and commitments do not fall through the cracks.
Support ad hoc administrative and operational projects as required.

Qualifications:

Demonstrated experience as an Executive Assistant, Senior Administrative Assistant, Legal Assistant, or in a similarly demanding support role.
Exceptional organizational and time-management skills, with the ability to manage multiple priorities simultaneously.
Excellent written and verbal English communication skills, including the ability to communicate confidently and professionally with clients.
Strong judgment, critical thinking, and problem-solving skills, with the ability to work independently and take initiative.
High attention to detail and a consistently high standard of accuracy.
Experience managing executive calendars, email inboxes, and travel arrangements.
Comfortable drafting and formatting professional correspondence and basic business documents.
Familiarity with QuickBooks or similar accounting software is highly desirable; experience processing U.S. payroll or following up on accounts receivable is an advantage.
Previous experience in a law firm, legal department, or professional services environment is advantageous but not required.
High level of discretion and professionalism when handling confidential information.
Strong proficiency with common business productivity and communication tools.
Ability and willingness to work consistently during New York business hours.

Benefits:

Competitive compensation package in USD
Fully remote work
Regular initiatives for training and professional development.

Note: Only candidates who make it to our shortlist will be contacted for further discussions.

Teams Squared is a proud equal opportunity employer. We value diversity and are consistently committed to creating an inclusive environment for all team members.

Executive Assistant