Legal Assistant & Executive Support Specialist - Freelance, Remote

Legal Assistant & Executive Support Specialist - Freelance, Remote

Department: Specialized Roles

Employment Type: Full Time

Location: Global+

Reporting To: Client via Magic

Compensation: $7.00 / hour

Description

About the Client

Our client is a boutique personal injury law firm serving Nevada, known for low caseloads and high-touch, attorney-led service. They combine aggressive advocacy with compassionate, highly accessible client care and modern, tech-forward operations. The firm manages cases from intake through litigation with meticulous documentation, rapid communication, and creative strategy.

Why does this role exist?

This role exists to extend the executive's capacity across legal operations, client/provider communications, and day-to-day administrative execution so the attorney can stay focused on strategy and case outcomes. The specialist will streamline intake, records retrieval, documentation, scheduling, and expense tracking while keeping the executive and clients informed and on schedule. By pairing legal support with executive and light personal assistance, the firm can maintain its boutique, high-access model at scale.

The Impact you'll make

Executive and Administrative Support

• Own email and calendar: schedule, confirm, reschedule, and surface priorities; cc partner/executive as needed
• Book travel and manage complete itineraries
• Drive proactive follow-ups, reminders, and next-step planning
• Place outbound calls/texts on behalf of the executive to providers, clients, and vendors

Personal Assistance

• Coordinate personal appointments, home repairs, and vendor outreach
• Manage logistics and scheduling to reduce executive context-switching
• Track confirmations and ensure timely follow-through

Legal and Case Management

• Contact medical providers for records, bills, confirmations, and case-related requests; track statuses and deadlines
• Manage data entry and client intake inside Filevine; maintain accurate, up-to-date case records
• Generate standard documents and letters; ensure confidentiality and professional formatting
• Track case-related expenses and upload/organize receipts in Filevine

Bookkeeping and Administrative Finance

• Enter expenses, reconcile receipts, and maintain accurate case expense logs
• Support basic bookkeeping tasks tied to case management and reporting

Content and Marketing Support

• Prepare presentations and pitch decks; draft light content using AI tools (e.g., Claude)
• Assist with social media: Instagram posting/management, cross-posting to Facebook, and coordinating/posting TikTok content
• Follow brand voice and maintain posting cadence

Skills, Knowledge and Expertise

Required:

• Proven years of experience in supporting a legal environment (e.g., personal injury, litigation, case management, legal admin), including medical records handling and provider communications
• Proficiency with a legal case management system; Filevine strongly preferred
• Proven experience with client intake, document handling, and confidential information management
• Strong written and verbal English; confident making outbound calls and texting professionally
• Intermediate proficiency in Google Workspace (Gmail, Calendar, Docs/Sheets) and basic expense/receipt entry

Your superpowers are...

• Technical: Filevine (or similar CMS) fluency; Google Workspace; Zoom; Microsoft Word/Excel/Google Sheets; social platforms (Instagram, Facebook, TikTok); AI tools (Claude); business texting tools (e.g., Magic Workspace)
• Communication: Clear, concise writing; confident, empathetic phone presence with clients, providers, and legal contacts
• Execution: Meticulous attention to detail; excellent follow-through; strong time management; owns outcomes with minimal oversight
• Judgment: Discretion with sensitive data; understands confidentiality; anticipates risks and flags issues early
• Adaptability: Tech-savvy; comfortable context-switching between legal support, executive tasks, and light marketing

WFH Set-Up:

• Computer with at least 8GB RAM, an Intel i5 core processor/AMD Ryzen 5 Processor and up.
• Internet speed of at least 40MBPS
• Headset with an extended mic that has noise cancellation and a webcam
• Back-up computer and internet connection
• Quiet, dedicated workspace at home

You should apply if...

• You thrive in a boutique, high-access firm where precision, responsiveness, and compassion matter
• You're proactive, resourceful, and comfortable taking ownership without constant direction
• You can confidently liaise with medical providers, clients, and vendors while keeping immaculate records
• You enjoy balancing legal case work with executive/personal assistance and light marketing tasks
• You embrace modern tools and AI to move faster and smarter

What to expect...

Work Setup:

• Remote position
• Must have a reliable internet connection and a quiet workspace
• Required to provide own computer with Intel Core i5 or something similar or higher operating system

Working Hours:

• 40 hours per week
• Monday-Friday, 9:00 am-5:00 pm US Time

Compensation:

• $7 per hour
• No benefits package included

Benefits