Executive Administrative Assistant

Part-Time | Remote | Monday–Friday, 9:00 AM–1:00 PM Eastern Time

We are seeking a highly organized, dependable, and resourceful Executive Administrative Assistant to work directly with firm leadership and provide day-to-day administrative and operational support.

This is an opportunity for someone who enjoys being the person behind the scenes who keeps everything moving. The ideal candidate is not simply a task completer. You are someone who notices details, remembers what needs to be followed up on, asks questions when necessary, and naturally thinks about what should happen next.

The position is 20 hours per week, Monday through Friday from 9:00 AM–1:00 PM Eastern Time. We are looking for someone interested in building a long-term working relationship and becoming a trusted member of our team.

What You'll Do

This role will touch many different aspects of the firm's administrative and operational work. Some responsibilities will be recurring and highly structured; others will involve figuring out something new.

Your responsibilities may include:

- Managing calendars, scheduling meetings and appointments, and coordinating competing priorities
- Preparing, proofreading, editing, formatting, and organizing documents and correspondence
- Drafting routine emails and other communications based on instructions, templates, and established firm practices
- Maintaining organized electronic files, folders, and records
- Working within Google Drive and other cloud-based platforms
- Preparing forms, applications, spreadsheets, trackers, and other administrative materials
- Maintaining internal databases, spreadsheets, and project-tracking systems
- Reviewing documents carefully for accuracy, completeness, consistency, and formatting
- Conducting online research and presenting findings in a concise, organized format
- Assisting with client onboarding and administrative follow-up
- Tracking deadlines, open items, outstanding information, and follow-ups
- Communicating with vendors, service providers, and other third parties as needed
- Assisting with internal projects and improvements to firm processes
- Following established SOPs and helping maintain and improve them (possibly drafting new ones as well)
- Learning and working with new software, technology, and systems
- Providing general administrative support to firm leadership
- Taking on new projects and responsibilities as the firm's needs evolve

You may occasionally be asked to research something you've never encountered before, organize a disorganized set of information, troubleshoot an administrative issue, or help create a process where one does not yet exist.

We do not expect you to know everything. We do expect you to be willing to learn, think critically, ask appropriate questions, and figure things out.

What We're Looking For

The right person will take genuine pride in being organized, accurate, responsive, and dependable.

You are likely to be a strong fit if you:

- Have exceptional attention to detail and routinely catch errors others might miss
- Follow through reliably and do not need to be reminded repeatedly about outstanding tasks
- Can keep multiple priorities organized without losing track of details
- Communicate clearly and professionally in written and spoken English
- Are comfortable following detailed instructions and established procedures
- Can exercise sound judgment when instructions do not address every situation
- Work well independently in a remote environment
- Know when to ask a question rather than make an assumption
- Take initiative and look for the logical next step
- Keep track of projects and open items through completion
- Treat confidential information with discretion
- Learn new technology, software, and processes quickly
- Accept and implement constructive feedback
- Look for ways to make processes more efficient and organized
- Take ownership of your responsibilities rather than waiting for someone else to manage them

Reliability, communication, and judgment are especially important to us. We want to be able to delegate something to you with confidence that it will be handled carefully, that you will follow through, and that you will let us know if something requires additional attention.

Experience

Previous experience as an executive assistant, administrative assistant, legal assistant, office manager, customer service professional, or in another professional services environment is helpful.

However, we are more interested in how you work than in your job title.

Strong organizational ability, attention to detail, professionalism, initiative, written communication skills, and a strong work ethic are more important to us than having a particular background.

You do not need to have experience in our industry. We are willing to train the right person on our systems, processes, and industry.

Schedule
Monday–Friday
9:00 AM–1:00 PM Eastern Time
20 guaranteed hours per week
Remote position
Consistent availability during the scheduled hours is required
Additional hours may become available as the firm's needs grow
Potential for expanded responsibilities over time

This is intended to be a long-term position, rather than a short-term or temporary assignment.

For the right person, the role can grow substantially. As you learn our systems and become familiar with how we work, we expect you to take on more responsibility and operate with increasing independence.

How to Apply

Please read these instructions carefully. Your ability to follow instructions is an important part of this position. Applications that do not provide the requested information may not be considered.

Please include all of the following in your application:

- A brief introduction explaining why this position interests you and why you believe you would be a strong executive administrative assistant.
- A summary of your relevant experience, including administrative, executive assistant, legal, customer service, professional services, or other applicable experience.
- Your current resume.
- A 2–3 minute introductory video. Please tell us a little about yourself, your professional background, and why you are interested in working with our firm. We would like to hear you speak and get a sense of the person behind the application.
- Your expected hourly rate in USD.
- Your availability, including confirmation that you can consistently work Monday–Friday, 9:00 AM–1:00 PM Eastern Time.
- At least five (5) Apply Points. Applications containing fewer than five Apply Points will not be considered.
- Include the word GAVEL in the subject line of your application.