Executive Assistant & Legal Operations

Executive Assistant & Legal Operations Coordinator

Job Type: Contract, with Opportunity for Growth
Location: Remote / Hybrid (New York City preferred)
Reports to: Owner
Pay: $30/hour

Job Purpose

The purpose of this position is to provide executive and operational support to a busy litigation support/court reporting business owner, assisting with transcript production, administrative responsibilities, communications, and deadline management.

The ideal candidate is exceptionally organized, detail-oriented, resourceful, and capable of taking initiative independently. This role is designed to help ensure that business operations run smoothly, deadlines are consistently met, and the business owner can focus on reporting assignments and business growth.

Duties and Responsibilities

• Manage transcript production workflows and coordinate with scopists/proofreaders to ensure deadlines are met.
• Track outstanding assignments, follow up proactively, and identify potential delays or problems.
• Assist with transcript preparation, quality-control checks, and submission processes.
• Manage and prioritize emails, scheduling, correspondence, and administrative follow-ups.
• Communicate professionally with attorneys, court reporting agencies, clients, and service providers.
• Assist with outsourcing projects and coordinating independent contractors.
• Maintain organized records, project trackers, and digital filing systems.
• Identify and document errors, missed deadlines, and opportunities for improvement.
• Anticipate business needs, troubleshoot problems, and help implement more efficient workflows.
• Assist with research, special projects, and other executive support responsibilities as needed.

Qualifications

• Excellent command of English grammar, spelling, and punctuation.
• Exceptional organizational skills and ability to manage multiple deadlines.
• Strong written and verbal communication skills.
• Excellent time-management, prioritization, and follow-through.
• Tech-savvy, with proficiency in Microsoft Office and digital productivity tools.
• Capable of working independently, taking initiative, and exercising sound judgment.
• Strong problem-solving skills and resourcefulness.
• Exceptional attention to detail and ability to catch mistakes.
• Strong typing skills with speed and accuracy.
• Professional, discreet, and trustworthy with confidential information.
• Experience in legal administration, litigation support, or executive assistance a plus.
• Experience with CaseCATalyst, scoping, or court reporting a plus but not required.
• Experience in small-business operations or project management a plus.

We are seeking a proactive, dependable professional who takes ownership of responsibilities, anticipates needs, and enjoys helping a growing business operate efficiently.

Previous experience in court reporting, litigation support, or paralegal work is preferred but not required. Training will be provided for the right candidate. Initial training will take place in person in New York City; therefore, local candidates are preferred, although qualified applicants from other locations are encouraged to apply. For candidates traveling from outside the area, reasonable travel expenses associated with the initial training period will be covered by the company.

Pay: $27.00 - $32.00 per hour

Expected hours: 30.0 – 40.0 per week

Benefits:

• Flexible schedule

Work Location: Remote