Job Overview
The Executive Assistant is the administrative backbone of the firm, ensuring seamless support for leadership, operations and multiple departments. This role demands exceptional organizational skills, composure under pressure, and the ability to manage competing priorities across states. The Executive Assistant acts as the primary connector, facilitating communication, organizing schedules and ensuring ease of use for the firm’s operations.
ESSENTIAL JOB DUTIES AND RESPONSIBILITIES:
Communications: Organization \& Coordination\_40%\_
1\. Writes clear, professional, and tone‑matched client communications that reflect the firm’s standards, ensuring messages are aligned with the Managing Partners’ and CEO’s communication styles.
2\. Serves as an extension of the Managing Partners and CEO by responding to client inquiries with accuracy, professionalism, and sound judgment, ensuring timely follow‑through and client satisfaction.
3\. Coordinates calendars for leadership ensuring meetings are scheduled efficiently.
4\. Acts as the primary point of contact for internal scheduling requests, helping staff identify. available times, align calendars, and secure meeting slots that support workflow continuity.
5\. Schedules virtual meetings by adding required and optional attendees, ensuring links, agendas, and supporting materials are included for seamless participation.
Administrative Operations \_35%\_
6\. Reviews the firm’s voicemail inbox daily, downloads messages, and uploads them into Actionstep with accurate tagging to support timely follow‑up and excellent client service.
7\. Downloads electronically received mail and uploads it into Actionstep, ensuring documents are properly labeled, routed, and accessible for attorneys and operations staff.
8\. Reviews and triages emails forwarded from leadership, determining priority, routing tasks appropriately, and ensuring no action items are missed.
9\. Sorts and prioritizes Managing Partner emails. Reviews the Managing Partner’s inbox to identify urgent items, categorize communications, and ensure high‑priority matters receive immediate attention.
10\. Ensures invoices \& payment requests reach operations. Forwards invoices, payment requests, and financial documents to the Director of Operations promptly, ensuring timely processing and accurate financial tracking.
Information Systems Organization \_ 25%\_
11\. Merges client contact lists. Consolidates multiple client contact lists into a unified, accurate database, eliminating duplicates and ensuring consistency across systems.
12\. Collects contact Information for uploading into Cleo.
13\. Gathers and verifies contact information for partners, staff, and clients, preparing data for upload into Cleo to support CRM accuracy and workflow automation.
14\. Assists with calendar visibility to help team members view and interpret shared calendars, ensuring staff have the access.
\*Every position at Hall\-Lundstedt is designed to accept and perform additional duties as needed for the success and sustainability of the organization, even when the duties are temporary or non\-essential to the employee’s main role.
SUPERVISORY RESPONSIBILITIES:
This position has no direct reports or people\-management responsibilities.
FISCAL RESPONSIBILITY:
Organizational finances and spending approvals are ultimately determined by the Managing Partner.
EDUCATION
High school diploma or equivalent required with a minimum of five years’ relevant experience. Associate’s or Bachelor’s degree in Business Administration, Communications, Office Management, or a related field preferred.
Additional training or certification in administrative support, project coordination, or office technology is a plus.
CERTIFICATIONS and LICENSES
Valid Driver’s License and proof of adequate liability insurance coverage for personal vehicle required.
OTHER SKILLS and QUALIFICATIONS
*Ideal candidates will have demonstrated experience and a keen understanding of the multifaceted roles that team members often assume*. To perform this job successfully, the individual must be able to perform each essential duty satisfactorily. The requirements listed should be representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.
· Strong understanding of administrative operations
· Professional communication standards, and workflow coordination in a fast‑paced environment.
· Familiarity with CRM systems, document management platforms, and cloud‑based communication tools.
· Working knowledge of scheduling practices, calendar management, and multi‑leader support.
· Understanding of confidentiality requirements and the handling of sensitive information.
· Exceptional written and verbal communication skills
· Strong proficiency in Microsoft Office, Zoom, Teams, and cloud‑based platforms such as Actionstep, Cleo, and shared calendars.
· High attention to detail, especially when handling email triage, document uploads, and client communications
PHYSICAL DEMANDS
1\. This role is primarily office\-based with occasional travel to firm locations.
2\. Requires frequent professional communication, verbally and written.
3\. Requires long periods of sitting and standing with occasional kneeling, bending, and squatting. Upper body strength will be required to lift, pull, and push up to 10\-20 pounds on occasion for events.
EEO STATEMENT
Hall\-Lundstedt Law firm is an equal opportunity employer that is committed to providing an inclusive and welcoming environment for all members of our staff, clients, subcontractors and partners.
We prohibit discrimination and harassment of any kind and take active measures to prevent discrimination and harassment based on race, color, sex, religion, sexual orientation, gender identity, gender expression, national origin, veteran’s status, disability, genetic information, pregnancy, or any other protected class or characteristic as outlined by federal, state, or local laws. This policy applies to all employment practices within or affiliated with our organization, including hiring, recruiting, marketing, promotion, termination, layoff, compensation, benefits, training, and internships.
Hall\-Lundstedt Law firm makes hiring decisions based solely on qualifications and business needs.
Pay: $65,000\.00 \- $75,000\.00 per year
Work Location: In person