Executive Assistant

This is a fully remote position, open to applicants in Colombia.

📋 Description

• Oversee intricate calendars, arranging meetings, court appearances, client consultations, and personal obligations.

• Proactively address and resolve scheduling conflicts.

• Manage, prioritize, and direct calls, emails, and correspondence; draft preliminary responses and highlight urgent issues.

• Create meeting agendas, briefing materials, presentations, and supporting documents.

• Monitor tasks, deadlines, action items, and follow-ups to ensure timely completion.

• Arrange domestic and international travel, including itineraries, reservations, accommodations, 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.

• Act as a professional liaison for clients, opposing counsel, co-counsel, vendors, and internal staff.

• Coordinate personal appointments, errands, and household-related requests as necessary.

• Utilize AI tools and LLMs to enhance efficiency by streamlining recurring administrative tasks.

• Identify opportunities for workflow automation, including drafting communications, preparing for meetings, organizing information, and tracking follow-ups.

• Develop and refine prompts and repeatable workflows that yield accurate and valuable outputs.

• Review AI-generated content for accuracy and adhere to firm policies when handling confidential or privileged information.

• Manage sensitive client files, personnel issues, and firm financial information with utmost confidentiality.

• Exercise sound judgment and uphold professional boundaries when addressing sensitive communications and requests.

⛳️ Requirements

• Demonstrated experience as an Executive Assistant, Personal Assistant, or in a similar role supporting senior leadership.

• Proven ability to independently manage complex calendars, competing priorities, and time-sensitive follow-ups.

• Strong hands-on experience utilizing AI tools and LLMs for task automation, extending beyond occasional chatbot interaction.

• Excellent written and spoken English, complemented by professional communication skills.

• Exceptional organizational skills, meticulous attention to detail, and the capability to anticipate needs.

• Experience in coordinating travel, preparing meeting materials, and maintaining well-organized documentation.

• Ability to handle confidential information with discretion and sound judgment.

• Comfort in supporting both professional duties and personal coordination requirements.

• Prior experience assisting attorneys or working within a law firm environment.

• Familiarity with Clio, Lawmatics, or similar legal case management and CRM systems.

• Experience in utilizing workflow automation platforms alongside AI tools.

🏝️ Benefits

• Competitive salary (USD)

• Work From Home

• Flexible hours