About the Role:
- Day-to-day, you will organize incoming contracts and files from clients and counterparties through multiple channels.
- Draft initial legal templates and correspondence.
- Write substantive client emails on administrative legal matters.
- Manage the founder's calendar with same-day scheduling requests.
- Support light financial operations and marketing.
- Success means the firm's AI tools always have clean, accessible files.
- First drafts are ready for attorney review without rework.
- Clients receive professional communication without back-and-forth review cycles.
- Administrative work no longer pulls the founders away from complex contracts and client relationships.
Core Responsibilities:
File and Document Management:
- Organize and file incoming contracts and documents the same day from email, Slack, WhatsApp, and text.
- Sort and store 10–15 contracts per week plus daily files from clients and counterparties in the firm's cloud-based system.
- Maintain file naming conventions and folder structures so AI tools and team members can locate documents without delay.
- Communicate proactively with the internal team about what was saved, where, and when follow-up is required.
Contract Drafting:
- Draft initial templates and letters for client delivery.
- Produce first drafts of NDAs, service agreements, equity agreements, and operating agreements using Claude and the firm's prompting guidelines.
- Hand completed drafts to the reviewing attorney with clear context on each document's status and intended use.
Client Communication and Scheduling:
- Write substantive administrative legal emails to clients on topics such as company formation, filings, and deliverable status.
- Schedule and reschedule meetings, including same-day requests and complex multi-party coordination.
- Send client deliverables and status updates using AI tools where appropriate.
- Follow up on client or counterparty requests that remain unaddressed after two or more weeks.
Financial Controls and Timekeeping:
- Collect time entries from attorneys and input them into the firm's timekeeping platform.
- Support billing inquiries, coordinate with the bank on transfers and payments, and maintain timekeeping accuracy.
Team Support and Light Marketing:
- Cover the senior colleague's responsibilities on Thursdays and Fridays.
- Review and quality-check the work of a junior offshore assistant.
- Provide feedback and guidance.
- Organize email lists from sponsored events and provide support for LinkedIn, CRM, and light outreach coordination.
Requirements:
Must-Have:
- 3–5+ years of hands-on legal operations, paralegal, or executive assistant experience supporting legal teams in law firms or corporate legal departments.
- Demonstrated experience organizing and managing high-volume contract workflows (10+ contracts per week) in cloud-based file systems such as Dropbox.
- Proven ability to draft or produce initial versions of corporate legal documents (NDAs, service agreements, equity agreements, formation documents, operating agreements) for attorney review.
- Fluency with Claude or similar generative AI tools.
- Ability to write structured prompts for legal research, contract analysis, and document drafting tasks.
- Experience managing client-facing communication on administrative and procedural legal matters with minimal oversight.
- Track record of working autonomously across multiple concurrent workflows without daily supervision.
- Comfort initiating lower-priority work without prompting.
- B2+ CEFR English (professional client-facing communication; ability to draft substantive procedural emails to clients independently).
- Reliable attendance and dependable internet setup with backup connectivity plan for remote work.
Nice-to-Have:
- Background as an executive assistant or Chief of Staff to a CEO or senior legal leader, particularly with exposure to contracts and file management.
- Experience managing or quality-checking a junior colleague's work, or training team members on operational processes.
- Exposure to legal timekeeping, billing platforms (Clio, TimeSolv), or basic financial controls in law firms or professional services.
- Familiarity with digital marketing, LinkedIn, or CRM tools for light event coordination and outreach.
- Prior experience working in small-firm, boutique, or startup law environments with high autonomy and minimal middle management.
