67661093468 - Executive Assistant - 22098

A US personal injury law firm is looking for a remote executive assistant to act as the owner’s right hand, running referral and relationship outreach, keeping systems and vendors on track, and carrying out growth projects.

This is a right-hand role, not a support desk. You meet with the owner every day to plan priorities, then own the execution and report back with recommendations and finished drafts rather than questions. Your first 60 days focus on cleaning up and running the firm’s CRM and referral outreach in Airtable. After that, you help shape the marketing plan and lead hiring for a content and social media role. By day 90, success means the referral engine runs every week without the owner pushing it.

• 3+ years as an executive assistant, operations coordinator, or project manager supporting a US-based executive or business owner
• Hands-on Airtable experience building bases with linked records, interfaces, and automations, well beyond data entry (tested during hiring)
• Daily, fluent use of AI tools such as ChatGPT, Claude, or Gemini in real workflows for writing, research, data cleanup, and automation (tested during hiring)
• Experience owning a CRM or relationship pipeline end to end
• Fully bilingual in English and Spanish, written and spoken, with strong spoken English and a neutral accent
• Same-business-day responsiveness during working hours, plus clear and concise writing
• Proven discretion with confidential information

• Law firm or legal operations experience, ideally in personal injury
• Experience with Make or Zapier
• Experience with direct mail and print services such as PostGrid, Stamps, or Moo
• Experience with Canva or similar design tools
• Experience with Notion, Slack, Aircall, and Google Workspace
• Experience recruiting or managing contractors
• Marketing operations or email campaign experience

• →Own the firm’s Airtable CRM: clean, deduplicate, and segment it, and log every new contact and event within 24 hours
• →Run personalized, AI-drafted outreach to referral partners, including other attorneys, on a set cadence for the owner’s approval
• →Produce and send physical mail such as postcards, one-pagers, and holiday cards
• →Keep the events calendar and brief the owner before each event on who will be there and who to meet
• →Track every referral from first contact through to signed case
• →Maintain and extend Airtable bases, interfaces, and automations with Airtable and Make, and build AI workflows that cut recurring work for the team
• →Run a weekly scorecard covering signed cases by source, outreach activity, and lead vendor performance (speed to contact, sign rate, cost per signed case)
• →Manage the owner’s calendar, triage the inbox, prepare short meeting briefs, and chase action items until closed
• →From around day 60, co-write the annual marketing plan and run hiring for a content and social media role, then manage that person’s output against a written standard

Full-time, fully remote independent contractor engagement (W-8BEN), 40 hours per week, Monday to Friday, open to candidates based in Latin America. At least 6 hours of overlap with 9 a.m. to 5 p.m. US Pacific Time is required, including a daily working session with the owner. The firm provides Google Workspace, Airtable, Slack, and an AI subscription. You provide your own computer, reliable internet, and a quiet workspace. A confidentiality agreement is required, and the role works under attorney supervision and never gives legal advice. No legal background is required, but you must learn quickly through your own research how a US personal injury firm finds, works, and resolves cases.

• Answers quickly and keeps the owner updated without being asked
• Finishes what they start and closes every loop
• Reaches for AI or an automation before doing the same task by hand twice
• Learns a new industry fast through independent research
• Brings a recommendation, not only a question
• Wants to grow into a Chief of Staff role