What are the responsibilities and job description for the Executive Assistant & Client Accounts Specialist position at Mason Law and Planning Group, LLC?
The Executive Assistant & Client Accounts Specialist plays a key role in supporting the operational and administrative functions of the firm. This position provides high-level executive support to the Chief Operating Officer while also serving as a primary administrative resource for legal staff and a dedicated specialist managing select client accounts and administrative processes. This Executive Assistant to a remote Chief Operating Officer provides traditional executive support while also serving as the COO’s physical presence in the office, helping ensure communication, operations, and priorities stay aligned between the leadership team and the staff.
This individual must demonstrate exceptional professionalism, organization, discretion, and attention to detail while managing competing priorities in a fast-paced legal environment. The role requires strong communication skills, the ability to anticipate needs, and the capacity to maintain strict confidentiality while working with sensitive legal and client information.
Key Responsibilities
Executive Support
- Provide direct administrative and operational support to the Chief Operating Officer, including:
- Calendar & email management
- Coordinating internal meetings
- Coordinating travel and logistics
- Assisting with priority projects
- Help with leadership team meetings, decisions, and action items
- Monitor and track action items, follow-ups, and pending matters to ensure timely completion and communication with leadership.
- Assess urgency of issues, triage requests, and determine appropriate actions while keeping leadership informed of developments.
- Assist with coordination of internal initiatives, reporting, and operational tasks as assigned by executive leadership.
Client Account & Administrative Operation
- Serve as a specialist for designated client accounts, maintaining accurate records, monitoring progress of payments and other account matters, and ensuring timely communication and documentation.
- Maintain and utilize legal practice management and data systems to track client records, documents, and case-related information.
- Upload, organize, scan, and file documents both electronically and in physical records with exceptional accuracy and attention to detail.
- Manage confidential records and sensitive client information in compliance with firm policies and legal standards.
Client & Office Support
- Welcome all visitors and callers with a professional, friendly, and inviting demeanor, creating a positive first impression of the firm.
- Field inquiries from current and prospective clients, assist when appropriate, and direct legal questions to the appropriate legal staff.
- Support the client intake process by responding to leads and helping ensure prospective clients are scheduled for initial consultations with attorneys.
Event & Outreach Support
- Assist with educational seminars and firm events, including preparation, on-site support, registration coordination, and post-event follow-up.
- Contribute to post-event summaries, attendee communications, and follow-up with potential clients.
Office Operations
- Manage schedules across multiple calendars and coordinate appointments, meetings, and related logistics.
- Communicate day-to-day operational updates to the COO; ensure the COO stays informed about team needs, issues, or developments
- Be in office support and help implement operational decisions, initiatives, or changes.
- Ensure administrative systems remain organized, updated, and functioning efficiently.
General Team Support
- Contribute to overall office operations and team success by completing related administrative tasks and assisting colleagues as needed.
- Support the firm’s commitment to professionalism, organization, and exceptional client service.
Pay: $45,000.00 - $60,000.00 per year
Benefits:
- 401(k) matching
- Dental insurance
- Health insurance
- Life insurance
- Paid time off
- Vision insurance
Application Question(s):
- Do you live within 20 miles of the office located in Monument?
Experience:
- Executive Support: 1 year (Preferred)
Location:
- Monument, CO 80132 (Preferred)
Work Location: In person
Salary : $45,000 - $60,000