Job Description

• Employment Type: Full-Time Contractor
• Workplace: Remote
• Compensation: USD $1,200 - $1,400/month
• Schedule: Monday to Friday, 9:00 am - 6:00 pm PST

At HireHawk, we connect top global talent with high-performing U.S. companies. Our focus is on finding exceptional professionals who bring both expertise and drive to every role. We’re passionate about helping candidates grow their careers while supporting our clients with reliable, remote-ready talent that makes an impact from day one.

We are seeking a sharp, highly organized Executive Assistant to support the COO of a fast-paced law firm. This is a hands-on, high-impact role that goes far beyond calendar management, you will act as a true operational partner, ensuring seamless communication, coordination, and execution across the firm.

You will be instrumental in keeping the COO focused, aligned, and ahead of priorities while ensuring nothing falls through the cracks.

Responsibilities:

• Own and manage the COO’s calendar, including scheduling, prioritization, and conflict resolution
• Act as a gatekeeper for the COO’s time, protect focus blocks and push back diplomatically when needed
• Coordinate meetings across multiple stakeholders with time-sensitive deadlines
• Manage the COO’s inbox: triage messages, flag urgent items, draft responses, and ensure follow-through
• Draft and send internal communications to attorneys, paralegals, case managers, and staff on behalf of the COO
• Handle external correspondence with vendors, courts, opposing counsel, and referral partners
• Relay COO directives across departments and track deliverables through completion
• Coordinate with vendors: schedule calls, track open items, and follow up on agreements
• Maintain operational documents, SOPs, and firm-wide reference materials
• Prepare materials for leadership meetings and reporting
• Support HR-adjacent tasks, including drafting personnel communications and tracking documentation
• Track and proactively flag key legal dates: mediations, depositions, hearings, and trials
• Liaise with attorneys and paralegals to align the COO’s calendar with active litigation timelines
• Coordinate logistics for legal events (mediators, court reporters, vendors, etc.)

Requirements

• 3+ years of experience as an Executive Assistant supporting senior leadership
• Law firm or legal environment experience (required)
• Strong preference for Personal Injury; open to Employment Law workflows
• Proven ability to manage complex, high-volume calendars and inboxes
• Excellent written communication skills with the ability to draft correspondence independently
• High level of professionalism and discretion when handling confidential matters
• Tech-savvy: experience with Google Workspace and task management tools
• Experience with legal case management software (e.g., Filevine) is a plus
• Experience coordinating legal proceedings (depositions, mediations, hearings, trials)
• Experience working with remote teams or virtual assistants
• Bilingual English/Spanish (required)

Ideal Candidate:

• Anticipates and solves problems before they escalate
• Confident communicator
• Highly discreet: confidentiality is non-negotiable
• Resourceful and solutions-oriented
• Clear, concise, and professional writer

Benefits

• Access to a $200k+ perk marketplace with instant discounts on 150+ services
• Access up to 50% of approved earnings before payday (no credit checks or fees)