Legal Operations Manager and Executive Assistant

Location: Boston area, MA preferred (remote work may be considered for the right candidate)

Schedule: Part-time, independent contractor status; approx. 5-10 hours a week

Compensation: $25/hour

Reports to: Kristel Tupja, Founding Attorney

About KTB Media Counsel:

KTB Media Counsel is an independent law practice serving media, entertainment, creative, and commercial clients. We handle contract drafting and negotiation, business affairs, clearance, intellectual property, and fractional general counsel work for podcasters, production companies, talent, brands, and growing businesses. We’re a lean, high-touch practice, and we pair sharp legal work with practical, business-minded advice.

The Role : We’re hiring a Legal Operations Manager / Executive Assistant to be the operational backbone of the practice. You’ll manage the founding attorney’s calendar and inbox, run day-to-day administration and billing, and do first-pass intake and triage on routine client contract requests like NDAs. This role suits someone who is very organized, protective of confidential information, comfortable with legal documents, and looking to grow with a small firm.

Key Responsibilities :

Calendar and Schedule Management

·     Own the attorney’s calendar: schedule client calls, negotiations, internal work blocks, and personal commitments

·     Coordinate across time zones with clients, opposing counsel, and entertainment-industry contacts

·     Protect focus time and flag conflicts, double-bookings, and upcoming deadlines ahead of time

·     Prepare short pre-meeting briefs (who, what matter, open items, relevant documents)

·     Track key dates, including contract deadlines, renewal and option dates, filing dates, and follow-ups

Email and Communications

·     Sort and prioritize the inbox every day: mark what’s urgent, what needs the attorney, what’s routine, and what’s FYI

·     Draft replies for attorney review, including scheduling, status updates, document requests, and administrative correspondence

·     Send approved routine communications on the firm’s behalf

·     Keep a consistent, professional, client-friendly voice in all correspondence

·     Track open threads and make sure nothing sits unanswered

Billing, Invoicing, and Firm Administration

·     Prepare monthly client invoices from time-tracking records (Toggl), applying each client’s rates, rounding rules, and narrative style

·     Keep each client’s billing strictly separate, and base every invoice on verified source records only, never estimates or assumptions

·     Track payments, send polite reminders on overdue invoices, and keep an accounts-receivable log

·     Help with new-client onboarding: engagement letters, conflict-check info, intake forms, and file setup

·     Keep the client and matter files organized, named consistently, and easy to find

·     Coordinate with vendors, handle subscriptions and software, and take on general practice administration

Contract Intake and First-Pass Review (Under Attorney Supervision)

·     Take in client contract requests and collect what’s needed: parties, deal points, deadlines, and business context

·     Do first-pass reviews of routine agreements (e.g., NDAs, simple vendor, services, and release agreements) against firm checklists and preferred positions

·     Flag non-standard terms such as one-sided confidentiality, unusual term length, non-solicits, IP assignment or license language, indemnities, governing law and venue, and missing mutuality

·     Prepare a short issues summary and a first-draft redline for the attorney to review

·     Route anything unusual, high-value, or outside the checklist straight to the attorney

·     Help build and maintain templates, clause libraries, and review checklists

Note: This is a non-attorney role. You will not give legal advice, and all legal work product will be reviewed and approved by the supervising attorney before it goes to a client or counterparty.

Legal Operations and Process Improvement

·     Build and improve the firm’s workflows, including intake, matter tracking, billing, document management, and deadline tracking

·     Find opportunities to use technology and automation well (AI tools, templates, practice-management software)

·     Keep a running task and matter tracker so the attorney always knows what’s open and what’s due

Qualifications :

Required

·     2+ years of ex…