Executive Assistant – Legal Operations

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

📋 Description

• Oversee the Director’s calendar, which includes:

• Internal meetings

• Attorney check-ins

• Vendor calls

• Performance reviews

• Project deadlines

• Facilitate daily workflows and ensure meeting readiness by preparing agendas, documents, and follow-up items

• Organize updates to Standard Operating Procedures (SOPs), training materials, and operational projects

• Keep digital files, shared drives, and project management systems well-organized

• Create meeting summaries, reports, and action item trackers

• Help monitor:

• Case pipeline metrics

• Intake performance

• Departmental Key Performance Indicators (KPIs)

• Support audits of case files, intake calls, and workflow compliance processes

• Coordinate communication between consulting clients and legal teams

• Assist with vendor management involving:

• Medical providers

• Investigators

• Experts

• External partners

• Compose professional emails, internal communications, announcements, and memos

• Facilitate communication among attorneys, paralegals, intake specialists, administrative staff, and leadership teams

• Uphold strict confidentiality and professionalism in all communications and documentation

• Track operational initiatives, including:

• SOP rollouts

• Training implementation

• Technology initiatives

• Performance improvement plans

• Assist in the preparation of training materials, checklists, and documentation

• Organize meetings, workshops, and training sessions

• Monitor deadlines and ensure timely completion of operational tasks

• Maintain spreadsheets, dashboards, and operational performance trackers

• Support administrative and reporting workflows by utilizing cloud-based tools and project management platforms

• Aid in enhancing organizational efficiency through technology and process organization

⛳️ Requirements

• Prior experience in supporting leadership within:

• Law firms

• Legal operations

• Professional services environments

• Experience in personal injury (PI) is highly preferred

• Outstanding organizational and time management abilities

• Excellent written and verbal communication skills in English

• Capability to manage multiple priorities in fast-paced settings

• High level of discretion, emotional intelligence, and professionalism

• Strong problem-solving skills and proactive thinking

• Proficient in using cloud-based systems, spreadsheets, reporting tools, and operational platforms

• Ability to work independently in a remote setting

🏝️ Benefits

• Competitive salary

• Opportunities for professional development

• Flexible working hours

• Supportive team environment

• Health and wellness benefits