Executive Assistant to the Owner, Operations and Growth

A US personal injury law firm is looking for a remote executive assistant to act as the owner’s right hand, running referral and relationship outreach, keeping systems and vendors on track, and carrying out growth projects.

About the role

This is a right-hand role, not a support desk. You meet with the owner every day to plan priorities, then own the execution and report back with recommendations and finished drafts rather than questions. Your first 60 days focus on cleaning up and running the firm’s CRM and referral outreach in Airtable. After that, you help shape the marketing plan and lead hiring for a content and social media role. By day 90, success means the referral engine runs every week without the owner pushing it.

Required Qualifications

3+ years as an executive assistant, operations coordinator, or project manager supporting a US-based executive or business owner
Hands-on Airtable experience building bases with linked records, interfaces, and automations, well beyond data entry (tested during hiring)
Daily, fluent use of AI tools such as ChatGPT, Claude, or Gemini in real workflows for writing, research, data cleanup, and automation (tested during hiring)
Experience owning a CRM or relationship pipeline end to end
Fully bilingual in English and Spanish, written and spoken, with strong spoken English and a neutral accent
Same-business-day responsiveness during working hours, plus clear and concise writing
Proven discretion with confidential information

Preferred Qualifications

Law firm or legal operations experience, ideally in personal injury
Experience with Make or Zapier
Experience with direct mail and print services such as PostGrid, Stamps, or Moo
Experience with Canva or similar design tools
Experience with Notion, Slack, Aircall, and Google Workspace
Experience recruiting or managing contractors
Marketing operations or email campaign experience

Responsibilities

Own the firm’s Airtable CRM: clean, deduplicate, and segment it, and log every new contact and event within 24 hours
Run personalized, AI-drafted outreach to referral partners, including other attorneys, on a set cadence for the owner’s approval
Produce and send physical mail such as postcards, one-pagers, and holiday cards
Keep the events calendar and brief the owner before each event on who will be there and who to meet
Track every referral from first contact through to signed case
Maintain and extend Airtable bases, interfaces, and automations with Airtable and Make, and build AI workflows that cut recurring work for the team
Run a weekly scorecard covering signed cases by source, outreach activity, and lead vendor performance (speed to contact, sign rate, cost per signed case)
Manage the owner’s calendar, triage the inbox, prepare short meeting briefs, and chase action items until closed
From around day 60, co-write the annual marketing plan and run hiring for a content and social media role, then manage that person’s output against a written standard

Working arrangement

Full-time, fully remote independent contractor engagement (W-8BEN), 40 hours per week, Monday to Friday, open to candidates based in Latin America. At least 6 hours of overlap with 9 a.m. to 5 p.m. US Pacific Time is required, including a daily working session with the owner. The firm provides Google Workspace, Airtable, Slack, and an AI subscription. You provide your own computer, reliable internet, and a quiet workspace. A confidentiality agreement is required, and the role works under attorney supervision and never gives legal advice. No legal background is required, but you must learn quickly through your own research how a US personal injury firm finds, works, and resolves cases.

Who thrives in this role

Answers quickly and keeps the owner updated without being asked
Finishes what they start and closes every loop
Reaches for AI or an automation before doing the same task by hand twice
Learns a new industry fast through independent research
Brings a recommendation, not only a question
Wants to grow into a Chief of Staff role

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