Executive Assistant

Brown Law PLLC is a boutique immigration law firm in the heart of Old Town Alexandria, built on compassionate, high-quality representation. We move fast, work closely as a team, and rely on sharp, adaptable people to keep our attorneys focused, our operations running smoothly, and our clients' cases moving forward. POSITION OVERVIEW We're looking for a fully bilingual (English/Spanish) Executive Assistant to serve as a central operational partner to our Chief of Staff and attorneys. This role has three core purposes: administering client cases with precision from intake through resolution, keeping attorneys on track and ahead of their caseloads, and supporting the Chief of Staff's broader workflow and operations priorities for the firm. It requires someone who actively tracks outstanding work, anticipates needs before they become urgent, and is comfortable operating across multiple stakeholders with competing demands. The ideal candidate is organized, proactive, and adaptable -- moving fluidly between case administration, operational, and executive-support work as the day requires. KEY RESPONSIBILITIES Client & Case Administration Manage the full client case administration lifecycle — from intake through resolution — ensuring accuracy and completeness at every stage. Prepare client legal services agreements (acuerdos) and related contract documentation using firm templates. Process new client intakes, ensuring information is complete, accurate, and properly recorded. Onboard new clients, including file setup, initial documentation, and coordination with the assigned attorney and paralegal team. Maintain and update client case files and firm databases to keep records accurate and current throughout each matter. Coordinate with government agencies and outside parties as needed to support case processing. Serve as a warm, professional first point of contact — answering calls and directing inquiries appropriately. Caseload & Attorney Support Track each attorney's open case tasks — case notes, filings, client follow-ups, and deadlines — and proactively flag outstanding items before they become time-sensitive. Forecast upcoming deadlines and caseload demands, giving attorneys advance notice so they can plan their time rather than react to it. Monitor attorney calendars and caseloads together, identifying scheduling conflicts or overload risks and surfacing solutions before they become problems. Follow up directly with attorneys on incomplete or overdue case management steps, escalating appropriately when needed. Chief of Staff & Operations Support Partner with the Chief of Staff on firm-wide workflow and operational priorities, helping implement and maintain systems that keep the office running efficiently. Support process improvement initiatives and help track progress on operational projects led by the Chief of Staff, and to ensure firm procedures and priorities are communicated and followed consistently. Executive & Administrative Support Support scheduling and attorney travel arrangements as needed to protect time for case work and strategic priorities. Draft, proofread, and support correspondence and internal communications on behalf of firm leadership, as needed. Handle confidential and sensitive client and firm information with sound discretion and judgment. Flexibility Take on additional projects and shifting responsibilities as they arise — this role requires immense flexibility and the ability to move seamlessly between tasks as the day requires. QUALIFICATIONS Fully bilingual, English and Spanish (spoken and written) required. Prior experience in a law firm or professional office setting preferred; immigration law experience a plus. Strong organizational systems and follow-through — able to track multiple attorneys' open items and case files simultaneously without things falling behind. Comfortable proactively following up with and, when necessary, holding attorneys accountable to deadlines. Experience or strong aptitude supporting operational or workflow initiatives, not just day-to-day administrative tasks. Demonstrated experience supporting senior leadership or executives directly, managing competing priorities under time pressure. Strong written communication and attention to detail, particularly in client-facing and confidential documents. Willingness and ability to adapt availability to firm and leadership needs. WHY BROWN LAW A modern, technology-driven boutique firm in a trophy office location in Old Town Alexandria. Direct visibility and mentorship from the Chief of Staff and attorneys, with real room to grow as the firm scales. A collaborative, fast-paced team culture built on excellence, integrity, and teamwork. The salary range for this position is $75,000–$95,000, consummate with experience. #J-18808-Ljbffr