Executive Legal Assistant

Job Description

Executive Legal Assistant | Wizehire

The Tone:
This is a full-time role at Malloy/Bell, located in Auburn, Maine. The firm is a growing law practice that supports individuals, families, and businesses with legal needs related to business and commercial transactions, real estate, estate planning, and probate. They are building a modern, client-focused practice that prioritizes excellent legal work, responsive service, and strong operational systems. This role is crucial for ensuring the smooth functioning of the firm, serving as a trusted operational partner who anticipates needs and meticulously manages administrative workflows from beginning to end.

The TL;DR
• Role: Full Time
• Type: Full-time
• Location: In-person, Auburn, ME
• Pay: $32–$37 hourly
• Team: Works closely with attorneys, paralegals, and firm leadership.
• Mission: To ensure smooth firm operations by managing administrative details and anticipating needs for busy legal professionals.
• Tech Stack: Clio, Microsoft Word, Excel, Adobe, databases, templates, shared files, modern office systems

What You’ll Actually Do
• Calendar & Scheduling: Manage attorney calendars, scheduling, and day-to-day coordination to ensure efficient time management and firm productivity.
• Client Interaction: Communicate professionally with clients via telephone, email, and in person, coordinating meetings, document signings, and follow-up actions.
• Information Management: Open and meticulously maintain client matters, ensuring all electronic and physical files are organized and up-to-date in Clio and other firm systems.
• Administrative Support: Provide comprehensive administrative support to attorneys and paralegals, including document gathering, preparation, scanning, saving, and basic research.
• Workflow Optimization: Track outstanding client items, assist with billing and payment follow-up, and actively contribute to maintaining and improving recurring workflows, templates, and administrative systems.

The Must-Haves
• Background: Senior-level administrative professional, such as an executive assistant, experienced legal assistant, or office administrator, with a strong preference for prior law firm or comparable professional services experience. This is not an entry-level position.
• Experience: Several years of progressively responsible administrative experience demonstrating strong follow-through and the ability to carry assignments through completion.
• Skills: Exceptional organization, meticulous attention to detail, and good judgment regarding priorities and communication; professional and confident client service abilities; strong technology skills, including proficiency with Microsoft Word, Excel, Adobe, databases, templates, and shared files; ability to manage multiple priorities while maintaining discretion with confidential information.
• Bonus: Experience with Clio or other law-practice-management software is helpful, along with a keen ability and willingness to learn new technology as required.