Executive Assistant for a U.S. Law Firm

Paired is a global staffing and recruiting agency that pairs remote work with top-tier talent. We admire the importance of innovative social media strategies and are committed to connecting talented individuals with great companies that need their unique skills. Our mission is to provide great jobs to gifted people, regardless of location.

About our client

Our client is a family-focused estate planning law firm based in California that helps individuals and families protect their assets, plan for the future, and avoid legal complications for their loved ones.

Role Overview

We are seeking a highly organized, detail-oriented, and proactive Executive Assistant to support a busy attorney-entrepreneur. This role is a unique hybrid of Executive Assistant, Personal Assistant, and Virtual Receptionist, designed for someone who thrives in a fast-paced environment and takes pride in creating structure, efficiency, and clarity.

You will act as a trusted extension of the executive—managing communications, coordinating schedules, supporting client interactions, and handling select personal tasks. This is a high-trust, high-impact role requiring strong judgment, discretion, and the ability to anticipate needs before they arise.

Key Responsibilities

Executive & Administrative Support

• Manage and prioritize executive email inboxes (business and select personal), including drafting responses and flagging key deadlines
• Maintain calendars, task lists, and schedules to ensure seamless day-to-day operations
• Coordinate meetings, appointments, and travel arrangements (domestic and international)
• Act as a liaison between the executive, clients, and referral partners

Client Communication & Reception

• Serve as the first point of contact by answering and routing incoming calls professionally
• Handle client inquiries and ensure timely, accurate follow-ups
• Maintain clear and organized communication records

Operations & Coordination

• Track tasks, deadlines, and follow-ups to ensure nothing falls through the cracks
• Support internal workflows and maintain organized documentation and records
• Assist with reporting, coordination, and administrative processes

Events & Communications Support

• Assist with webinars, workshops, and events (logistics, sign-ups, materials)
• Create simple graphics and coordinate email communications (newsletters, updates)
• Monitor event participation and organize follow-up actions

Personal Administrative Support

• Manage personal scheduling and service coordination (cleaning, appointments, etc.)
• Track personal communications and summarize key action items
• Support family-related logistics (school communications, activities, scheduling)

Requirements:
• 3+ years of experience in an Executive Assistant, Administrative, or Customer Support role
• Exceptional organizational skills with strong attention to detail and follow-through
• Fluent English with clear, professional verbal and written communication
• Experience handling phone-based communication and client-facing interactions
• Proficiency with Google Workspace, email platforms, and online tools
• Ability to work independently, prioritize effectively, and anticipate needs
• High level of discretion when handling confidential information
• Strong problem-solving skills and a calm, professional demeanor
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• Nice to Haves:
• Experience supporting executives, founders, or business owners directly
• Background in legal, healthcare, or service-based industries
• Familiarity with CRM systems, scheduling tools, or call-handling platforms
• Experience coordinating events, webinars, or client communications
• Basic design skills (e.g., Canva) for simple graphics and content
• Proactive mindset with a focus on improving processes and workflows