Remote Executive Assistant

Remote Executive Assistant

Location: Fully Remote (U.S.) Type: Independent Contractor (1099) Pay: $35/hour

The Role

Are you the person your friends and coworkers text when their Wi-Fi router blinks the wrong color, or when Excel is doing something inexplicable? Do you thrive when no two days look the same — one hour you're solving a login issue, the next you're setting up a new attorney's accounts, and the next you're deep in an invoicing project?

We're a fully remote law firm looking for a sharp, resourceful Executive Assistant to be the go-to problem-solver behind the day-to-day operations issues our attorneys face. This is a fully remote (we’re not kidding!) role built for someone who's genuinely energized by variety, who can juggle shifting priorities without dropping the ball, and who doesn't need a playbook for every situation — you help build the playbook.

This isn't a "schedule some meetings and order lunch" EA role. Your task list will look different every day. You'll own real projects, solve real problems independently, and be trusted to represent the firm both online and, once a year, in person at the annual retreat.

What You'll Do

Technology Support & Platform Maintenance

• Be the first line of defense for firm-wide tech troubleshooting — software glitches, access issues, "why won't this sync" mysteries, Excel and Word issues, etc.
• Work with our outside IT professionals to maintain and administer our technology platforms (user accounts, permissions, updates, and integrations)
• Create simple how-to guides and quick training for common software questions
• You should be the person colleagues turn to when they can't figure out how to do something in a piece of software

Attorney Onboarding & Offboarding

• Manage the full onboarding checklist for new attorneys: system access, equipment, credentials, conflicts checks, and orientation logistics
• Conduct first day orientation with new attorneys, showing them the various “mission critical” tools they’ll be using and bookmarking important sites for reference
• Create the offboarding planner for departing attorneys and complete tasks such as pulling a comprehensive list of the attorney’s active clients and meeting with the attorney to discuss the handling of each; make sure each active client receives a notice of the attorney’s upcoming departure; coordinate items between the departing attorney and the Firm’s back office (accounting) team; access removal; and equipment return
• Keep onboarding/offboarding SOPs current as tools and policies evolve

Foreign Associate Invoicing

• Prepare, track, and process invoicing for foreign associates
• Ensure invoices submitted by foreign associates not in USD are sent for “rate locking” and locked in USD amount is entered into the Firm’s billing platform
• Flag and resolve discrepancies before they become problems
• Handle foreign associate “credits” to invoices

Annual Retreat Planning & On-Site Execution

• Scout and evaluate potential retreat venues (research and virtual tours)
• Manage venue contracts, room blocks, and vendor reservations
• Build the retreat itinerary, budget, and logistics plan
• Travel to and be physically on-site during the retreat to troubleshoot issues in real time — the AV that won't cooperate, the shuttle that's running late, the last-minute headcount change
• Serve as the go-to point of contact for attendees before and during the event

What You Bring

• Proven experience as an Executive Assistant, Operations Coordinator, or similar role — law firm experience is a plus but not required
• A love of technology; you troubleshoot before you panic
• Strong instincts for prioritization — you can juggle multiple projects at once and know what needs attention first
• A self-starter mindset: comfortable thinking independently, making judgment calls, and solving problems without step-by-step direction
• Adaptability — this role changes day to day, and you find that exciting rather than stressful
• Excellent written and verbal communication
• High discretion with confidential and financial information
• Ability and willingness to travel for the annual retreat
• Self-motivated and reliable in a fully remote, contractor setting

Compensation

• This is a 1099 independent contractor position
• Pay: $35/hour

Schedule

• Remote, with flexibility expected around retreat travel dates (typically in the last quarter of the year)

How to Apply

Send your resume and a short note on how you approach competing priorities and deadlines, to Jen Maguire at: jmaguire@cm.law.