Executive Assistant

Job Description

Job Description

Executive Assistant & Operations Coordinator

Kamal Law Firm, PLLC | Houston, TX

Job Type: Full-Time, In-Person

Schedule: Full-time, Monday through Friday, 9 a.m.- 5:30 p.m. Occasional extended hours around hearings, filing deadlines, and firm events, and flexibility to accompany the Owner to events if needed.
Compensation: $22–$25 per hour, based on experience
Reports To: Owner/Managing Attorney

Purpose of the role

The Executive Assistant keeps the owner's calendar, commitments, and deadlines intact, and carries the owner's authority into rooms the owner is not in. A family and immigration practice produces work in volume and on clocks that do not pause: hearing dates, USCIS filing windows, and client documents that are always almost ready. This role stands between the owner and that volume, protects the owner's time, and makes sure what was promised gets done by the date it was promised.

The person in this seat speaks for the owner to staff, vendors, and clients, and holds the team to its deadlines in a way that leaves no one guessing who decided.

Core responsibilities

Calendar, priorities, and deadlines

• Own the owner's calendar: schedule, protect focus time, and resolve conflicts without a round of questions.

• Maintain a master deadline calendar across matters (court dates, USCIS filing windows, RFE responses, and internal due dates), reconciled against the case management system.

• Run a weekly deadline review with the team. Chase open items before they are late, and report slippage to the owner the same day.

• Prepare a short daily brief for the owner: what is on the calendar, what is due, what is at risk.

Speaking for the owner

• Deliver the owner's decisions, priorities, and expectations to staff accurately, and confirm them in writing so they do not drift.

• Represent the owner in internal meetings, vendor calls, and conversations with referral partners, within an authority the owner defines.

• Draft correspondence in the owner's voice for review and, once trained, send routine items without review.

• Hold people to their commitments. Follow up, hold the line, and escalate when a date is missed. Stay courteous and keep the dates where they are.

Gatekeeping and escalations

• Triage the owner's inbox, calls, and requests, and decide what reaches the owner and when.

• Be the first point of contact for escalated clients, referral sources, and outside counsel. Stay calm and give no legal advice or case predictions.

• Receive high-stakes visitors with the composure the firm would like them to remember.

Operations support

• Prepare agendas, take minutes, and track action items with a named owner and a date on each.

• Coordinate handoffs among attorneys, paralegals, intake, case managers, and billing.

• Manage travel, court logistics, events, and vendor relationships.

• Compile KPI data, draft process documentation, and take on special projects as assigned.

• Handle confidential matters, including HR, finances, and the owner's personal affairs, with discretion.

Boundaries

• The EA works under the firm owner’s supervision and does not provide legal advice, interpret law for clients, or negotiate on the firm's behalf in legal matters.

Qualifications

Required

• Two or more years as an executive assistant or senior administrator supporting a principal, ideally in a law firm or other professional services setting.

• A track record of owning other people's deadlines as well as your own.

• Poise with upset, anxious, or demanding people, in person and on the phone.

• Strong written communication, including the ability to draft in someone else's voice.

• Working fluency in Microsoft 365 or Google Workspace, calendar management, and a case or practice management system.

• Discretion with confidential client, personnel, and financial information.

Preferred

• Experience in family law, immigration law, or another high-volume consumer practice.

• Familiarity with Harris County court procedures and with USCIS and EOIR filing rhythms.

• Spanish or another second language preferred but not necessary.

• Experience building checklists, trackers, or processes that other people end up using.

Core competencies

What it looks like in this role

• Organization

• Nothing the owner was promised is tracked in someone's memory. Every commitment has an owner and a date.

• Presence

• Clients, judges' staff, and vendors treat the EA's word as the owner's word.

• Deadline enforcement

• Misses are caught before the deadline, and the follow-up is firm without drama.

• Voice of the owner

• The EA knows which decisions are the EA's to make, which go to the owner, and how to tell the difference quickly.

• Discretion

• Sensitive information stays where it belongs, including inside the office.  

Compensation:

$22 - $24 hourly

Responsibilities:

• Screen incoming information from messages, phone calls, voicemails, memos, and emails, compile information, and report to an executive
• Be the main point of contact for high-level executive
• Perform basic bookkeeping duties
• Take care of office management duties such as ordering filing systems and keeping track of office equipment and supplies
• Work with an executive to prepare for meetings and record minutes

Executive Support

• Manage the Managing Attorney’s calendar, meetings, appointments, and scheduling priorities.

• Organize daily tasks, correspondence, documents, and administrative workflows.

• Prepare meeting agendas, maintain action-item lists, and follow up on outstanding assignments.

• Coordinate business meetings, travel arrangements, and special projects as needed.

• Maintain strict confidentiality regarding clients, employees, and firm operations.

Operations Coordination

• Coordinate with attorneys, paralegals, intake personnel, and administrative staff.

• Monitor assigned administrative tasks and follow up to ensure timely completion.

• Maintain organized tracking systems for projects, deadlines, and operational priorities.

• Assist with implementing and improving office procedures.

• Identify workflow inefficiencies and communicate concerns to management.

• Provide regular updates to the Managing Attorney regarding pending assignments and operational matters.

Qualifications:

• 2+ years performing supportive duties in a personal assistant or executive assistant role, or similar
• Experience using Microsoft Office
• Comfortable meeting deadlines and handling confidential information
• Must have graduated high school or received an equivalent certificate of completion
• Impeccable time management skills, organizational skills, interpersonal skills, and communication skills

• A minimum of 2 years of administrative, executive support, or office coordination experience is preferred.

• Excellent organizational, time-management, and multitasking skills.

• Strong written and verbal communication skills.

• Proficiency in Microsoft Outlook, Word, Excel, and related office applications.

• Ability to work independently, exercise discretion, and prioritize competing demands.

• Strong attention to detail and consistent follow-through.

• Professional demeanor and ability to communicate confidently with staff and management.

• Prior law firm experience is preferred but not required.

About Company

Why Join Kamal Law Firm?

• Work with a growing and ambitious law firm serving clients throughout Texas
• Make a meaningful impact on clients facing important family and immigration matters
• Join a collaborative team that values accountability, communication, and professional growth
• Help build and improve systems, processes, and operations that directly contribute to firm success
• Opportunity for long-term growth and increased responsibility as the firm continues to expand
• Work in an environment where initiative, problem-solving, and leadership are valued