Position OverviewJob Title: Executive AssistantLocation: RemoteSchedule: 8:30 AM – 5:30 PM Eastern timePosition Type: Full-Time; SalariedEquipment: You must provide your own computer, headset, and high-speed internet.About Dalal & Mehta LawWe’re a fast-growing, fully remote Immigration Law Firm based in New Jersey, serving South Asian families and professionals across the globe. Our motto is simple: “We are Together.”What You’ll Get from UsSteady pay + Performance bonusesFully remote with supportive managementRoom to grow in a fast-rising firmStructured training, clear expectations, no micromanagementA culture that honors your skills, voice, and languageYour Role as Executive AssistantAs an Executive Assistant to the CEO, your core function is to support the overall efficiency of the law firm while ensuring that clients receive high-quality service and that legal professionals have the resources they need to focus on their cases.Personality & Mindset ExpectationsDirect and clear: ask hard questions, seek clarity, and give clarity.Fast-moving: move at the pace of the CEO and anticipate needs.Unafraid of communication: nudge team members, call vendors, follow up with urgency, and keep everyone on track.Confident under pressure: troubleshoot, solve, and execute; escalate only when necessary.Unafraid of accountability: delegating back to the CEO is not an option—either get it done or actively manage it.Mission-aligned: take pride in helping the law firm run efficiently behind the scenes.Key ResponsibilitiesAdministrative & Executive SupportManage the CEO’s calendar (personal + professional), including client consultations, legal deadlines, family events, team check-ins, and high-level meetings.Oversee email inbox management—triage messages, draft responses, prioritize communication, and track follow-ups.Prepare and maintain firm-wide legal, HR, and executive documents, including onboarding materials for new hires, current job descriptions across departments, and firm-wide policies/systems/procedures (PSPs).Maintain confidential digital files and folders in a secure and organized structure.Ensure compliance tracking for attorney licensing, bar memberships, malpractice insurance, vendor payments, and annual firm obligations.Liaise with the bookkeeper for monthly payroll for W-2 and contract team members, invoicing support/internal financial communications, and monitoring budget/cash flow visibility.CEO & Project OperationsExecute special projects and follow-through tasks assigned by the CEO.Coordinate cross-functional priorities with team leads and attorneys.Schedule internal strategy sessions, performance check-ins, and departmental updates.Compile weekly operational reports for the CEO (firm KPIs, staffing, open tasks, cash position, etc.) by coordinating with team leads.Lead assigned initiatives or pilots by the CEO.Support tool research and implementation projects.Collaborate with part-time assistants or external vendors under CEO direction.Office and Vendor OversightTrack firm subscriptions, legal software renewals, and contract obligations.Maintain master records of vendor contacts, payment terms, and key renewals.Plan internal events (virtual or in-person), gifts, and special announcements as needed.Technology and Systems ManagementSoftware Proficiency: Use practice management software, case management systems, and document storage tools (e.g., Microsoft 365). Learn and manage systems such as Lawmatics, Docketwise, Ringcentral, and Rippling.Technology Support: Provide basic IT support related to office software (e.g., Microsoft Office Suite, legal research tools, email management), and coordinate basic troubleshooting with IT for tech issues.OnboardingCoordinate with IT to set up all logins for new hires and ensure the HR CRM information is properly configured.Conduct introductory sessions with new hires and hand them off to department administrators.Coordinate task checklists for smooth onboarding and offboarding.Office and Facilities ManagementMonitor and manage office supplies and ensure office equipment is in working order.Oversee day-to-day office management duties, including office cleanliness by coordinating with vendors for timely cleaning crew appearance, legal document shredding vendors, facilities maintenance, and vendor coordination.Supervisory ResponsibilitiesEnsure certain projects assigned by the CEO are properly managed.Coordinate with Team Heads in confirming attorney appearances and timely updates to the team on instructions from the CEO.Personal Assistant DutiesAs the CEO's right hand, you will also manage essential personal and family logistics with professionalism, integrity, and foresight.Manage personal scheduling: coordinate medical appointments, family activities, school functions, household maintenance visits, and personal commitments in harmony with the CEO’s professional calendar.Coordinate with personal vendors and service providers (travel agents, caterers, event planners, contractors, domestic staff, and other service providers) to ensure seamless personal services when needed.Personal event planning: birthdays, anniversaries, holidays, and religious/cultural celebrations (scheduling, invitations, décor coordination, gift management).Virtually handle errands and purchases: gifts, household items, returns/exchanges, subscriptions, and online ordering.Manage family document organization: assist with maintaining personal legal/medical documents, school forms, passports, visa renewals, and insurance policies in digital or physical files.Ensure calendar clarity and balance: proactively align personal and professional obligations to avoid conflicts and burnout.Support light personal communications: draft notes, reminders, RSVPs, and personal correspondence on behalf of the CEO with empathy and tact.Discreet travel and privacy support: ensure personal affairs remain confidential, especially during firm-critical weeks or high-volume periods.The craft and expertise you’ll bringBachelor’s Degree3+ years of proven experience as an Executive Assistant or in a similar administrative role supporting senior leadership (law firm experience highly regarded)Excellent skills in Excel (reports, charts, graphs, including reporting tools)Excellent project management skills (ensure projects are met from conception to completion)Ability to influence and make sound judgment decisionsTeam player who can influence others to make ethical and sound decisionsExcellent communication skills, especially in client-facing interactions and cross-functional collaborationHighly organized and detail-oriented with strong time management and prioritization skillsHigh level of confidentiality and discretionSelf-motivated and comfortable working autonomously in a remote settingAvailable to work during US business hours | Monday-FridayBasic bookkeepingApply TodayIf you want to be part of a law firm and thrive in a supportive and highly professional environment, then this is an opportunity worth considering.
5 months ago