Bast Amron is seeking an experienced Executive Legal Assistant to serve as the firm’s primary coordinator for prospective client intake while providing high-level administrative support to the Founding Partners and Chief Operating Officer.
This role is ideal for someone who anticipates needs before they arise, exercises sound judgment, manages competing priorities with ease, and enjoys being a trusted partner to firm leadership. The successful candidate will possess exceptional organizational skills, outstanding attention to detail, excellent communication abilities, and the highest level of professionalism and discretion.
This is a full-time, in-office position based in our Miami office. Given the collaborative nature of the role and the need to support firm leadership, prospective clients, and firm operations, regular in-office presence is required.
Job Description
The Executive Legal Assistant serves as a key member of the administrative team and is responsible for overseeing the firm’s client intake process while providing comprehensive executive support to the Founding Partners and Chief Operating Officer. This individual will ensure every prospective client receives a responsive, professional, and seamless experience while coordinating executive priorities, facilitating communication, managing confidential information, and supporting firm operations and strategic initiatives.
Primary Responsibilities
- Serve as the firm’s primary coordinator for prospective client intake, ensuring every inquiry is handled professionally, promptly, and consistently.
- Review prospective client information and perform conflict checks in accordance with firm policies before consultations are scheduled.
- Coordinate consultations between prospective clients and attorneys, including confirming appointments, gathering intake information, and collecting supporting documentation.
- Prepare engagement letters and new matter documentation following attorney approval and ensure all required information is accurately entered into the firm’s practice management system.
- Serve as a primary point of contact for prospective clients throughout the intake process, providing timely communication and an exceptional client experience.
- Manage the calendars of the Founding Partners and Chief Operating Officer, including meetings, calls, travel, appointments, and deadlines, while anticipating scheduling needs, prioritizing competing requests, and proactively resolving conflicts.
- Coordinate internal and external meetings, client conferences, board meetings, partner meetings, and other executive commitments.
- Serve as the primary point of contact for executive scheduling and communications with attorneys, clients, vendors, consultants, and outside organizations.
- Arrange business travel, accommodations, itineraries, conference registrations, and all related logistics.
- Prepare and process executive expense reports and submit supporting documentation to the Accounting Department.
- Maintain and update executive contact databases, ensuring information remains accurate, organized, and current.
- Prepare correspondence, reports, presentations, agendas, meeting materials, and other executive documents.
- Track deadlines, monitor action items, follow up on outstanding matters, and assist with ongoing executive and firm initiatives.
- Coordinate attorney evaluations, one-on-one meetings, partner meetings, and other recurring internal scheduling initiatives.
- Assist with planning and coordinating firm meetings, retreats, client events, conferences, and executive functions.
- Coordinate Continuing Legal Education (CLE) registrations and assist with maintaining attorney CLE compliance records.
- Maintain executive files, client records, and confidential information with the highest degree of discretion and professionalism.
- Collaborate with attorneys, administrative staff, and firm leadership to facilitate communication, improve administrative processes, and support operational initiatives.
- Provide administrative support to the Chief Operating Officer on strategic initiatives, firm operations, and special projects.
- Provide legal administrative support to attorneys and staff as needed.
- Serve as the primary backup to the Front Desk Coordinator, ensuring seamless reception coverage during absences or periods of increased demand.
- Perform other executive, legal administrative, and project support duties as assigned.
Qualifications
- Minimum of five years of executive administrative, legal assistant, or comparable experience supporting senior executives or attorneys, preferably in a law firm or other professional services environment.
- Experience coordinating client intake, conflict checks, or other legal administrative functions is required.
- Exceptional organizational, time management, and multitasking skills with the ability to prioritize competing demands.
- Outstanding written and verbal communication skills with a strong client service orientation.
- Excellent judgment, professionalism, discretion, and ability to maintain strict confidentiality.
- Highly proficient in MS Office Suite, including Outlook, Word, Excel, and PowerPoint.
- Experience working with legal practice management software is required.
- Ability to work independently while managing multiple priorities in a fast-paced, deadline-driven environment.
- Bilingual (English/Spanish) is preferred.
About the Firm
We formed Bast Amron to be a law firm unlike any other, one that reflects our values and beliefs. For that reason, we have not placed our people into departments or other categorical boxes. We strive to operate outside the box. In fact, that is the genesis of our firm logo—Bast Amron is literally outside the box.
Our unique culture is reflected in the drawing together of individuals from diverse cultures and backgrounds. Bast Amron encourages the best people, regardless of race, religion, belief, gender, gender identity, disability, sexual orientation, or age, to fulfill their professional aspirations with us and help create an exciting, collaborative, and diverse legal environment.
If you have these qualities and want to work in an exciting, professional, and collegial environment with opportunities for growth, please send your resume to jobs@bastamron.com with the subject line Executive Legal Assistant. Please include your compensation expectations and a brief note explaining why you would be a positive addition to our team.