Legal Operations Assistant

This is a fully remote position, open to applicants in Dominican Republic, +3 more countries.

📋 Description

• Organize and categorize incoming contracts and documents from email, Slack, WhatsApp, and text on the same day.

• Sort and archive 10–15 contracts each week along with daily client and counterparty files in the firm's cloud-based system.

• Maintain consistent file naming conventions and folder structures for AI tools and team accessibility.

• Proactively communicate with the internal team regarding saved files, their locations, and necessary follow-up actions.

• Draft initial templates and letters for client delivery.

• Generate first drafts of NDAs, service agreements, equity agreements, and operating agreements using Claude and the firm’s prompting guidelines.

• Provide finalized drafts to the reviewing attorney, including context on document status and intended use.

• Write substantive administrative legal emails to clients concerning company formation, filings, and the status of deliverables.

• Schedule and reschedule meetings, accommodating same-day requests and complex multi-party coordination.

• Dispatch client deliverables and status updates utilizing AI tools as appropriate.

• Follow up on client or counterparty requests that have remained unaddressed for two weeks or more.

• Collect attorney time entries and input them into the firm’s timekeeping platform.

• Assist with billing inquiries and coordinate with the bank regarding transfers and payments.

• Ensure accuracy in timekeeping.

• Assume responsibilities of a senior colleague on Thursdays and Fridays.

• Review and quality-check the work of a junior offshore assistant, providing feedback and guidance.

• Organize email lists from sponsored events.

• Support LinkedIn, CRM, and light outreach coordination.

⛳️ Requirements

• 3–5+ years of practical experience in legal operations, paralegal work, or as an executive assistant supporting legal teams within law firms or corporate legal departments.

• Proven experience in organizing and managing high-volume contract workflows involving over 10 contracts per week in cloud-based file systems such as Dropbox.

• Capability to draft or create initial versions of corporate legal documents, including NDAs, service agreements, equity agreements, formation documents, and operating agreements, for attorney review.

• Proficiency with Claude or comparable generative AI tools.

• Ability to write structured prompts for legal research, contract analysis, and document drafting tasks.

• Experience in managing client-facing communications concerning administrative and procedural legal matters with minimal oversight.

• Capability to work independently across multiple concurrent workflows without daily supervision.

• Comfort in initiating lower-priority tasks without prompting.

• B2+ CEFR English proficiency for professional client-facing communication and independent drafting of substantive procedural emails.

• Consistent attendance and a reliable internet setup, including a backup connectivity plan for remote work.

• Nice to have: experience as an executive assistant or Chief of Staff supporting a CEO or senior legal leader.

• Nice to have: experience in managing or quality-checking the work of junior colleagues or training team members on operational processes.

• Nice to have: familiarity with legal timekeeping and billing platforms such as Clio or TimeSolv, or basic financial controls.

• Nice to have: knowledge of digital marketing, LinkedIn, or CRM tools.

• Nice to have: experience in small-firm, boutique, or startup law environments.

🏝️ Benefits

• Competitive salary based on experience and skills.

• Fully remote work from any location.

• Recognition for maintaining 100% CRM hygiene and timely reporting.

• Generous PTO according to company policy.

• HMO coverage after 3 months for full-time employees located in the Philippines.

• Direct mentorship from international industry experts.

• Continuous access to professional growth resources.

• Global networking opportunities with professionals across the world.