Executive Assistant – Legal

This is a fully remote position, open to applicants in Brazil, +1 more country.

📋 Description

• Balance ongoing responsibilities with evolving team priorities to facilitate efficient daily operations.

• Detect and report issues related to filing, access, information, and systems that impact case records.

• Ensure updates are applied to the appropriate contacts and matters.

• Keep accurate contact records for attorneys, vendors, clients, and other pertinent parties.

• Oversee and manage the processing of incoming faxes, mailroom items, court filings, and case-related correspondence.

• Verify redacted documents prior to distribution.

• Examine documents to identify confidential information that necessitates redaction.

• Maintain organized digital filing systems.

• Respond to time-sensitive inquiries and assist with administrative tasks.

• Provide administrative support to attorneys, case managers, and members of the litigation team.

• Conduct research and verify attorney information.

• Update case records as new documentation and information become available.

• Maintain and refresh case files in Filevine.

• Direct incoming documentation to the relevant case files and team members.

• Redact Social Security numbers, banking details, insurance payment information, and other sensitive data.

• Identify incomplete, duplicated, unclear, illegible, or misfiled documents and coordinate follow-up actions.

• Accurately and consistently process high volumes of digital records.

• Review, organize, rename, and file incoming documents and photographs in accordance with established procedures.

⛳️ Requirements

• Availability from Monday to Friday, 8:00 AM to 5:00 PM EST.

• Prior experience in administrative roles, executive assistance, legal support, document management, or records management.

• Proven experience in organizing, reviewing, renaming, and maintaining extensive volumes of digital documents.

• Capability to handle confidential information with care and adhere to established privacy and redaction protocols.

• Ability to manage multiple priorities and respond efficiently to time-sensitive requests.

• Strong written communication, organizational skills, research abilities, and follow-up capabilities.

• Experience in maintaining accurate contact information, case details, and digital filing systems.

• Proficient in identifying incomplete, duplicated, unclear, illegible, or incorrectly filed documents.

• Experience in supporting attorneys, case managers, litigation teams, or other professional service teams is preferred.

• Proficiency with Filevine is required.

• Strong command of the English language.

🏝️ Benefits

• Remote job opportunity.

• Great Place to Work Certification environment.