Remote Executive Assistant / Legal Operations Generalist

Pearl; Bogotá ciudad; Remote; COP 144,305,000 - 224,474,000; Full time

Job summary

Pearl, a boutique corporate law firm serving startups and technology companies, seeks a Legal Operations Assistant to organize contracts and files, draft initial legal documents, and manage client coordination so founders can focus on strategy and deals. The role emphasizes initiative, autonomy, and fluent use of generative AI in daily work.

You will partner with firm leadership, manage administrative tasks, and support AI-enhanced workflows across document management, client communications, and

Qualifications

• 3+ years of experience in Executive Assistance, Operations, Administrative Support, Legal Operations, Paralegal Support, or a similar generalist role.

Responsibilities

• Organize contracts and files; draft initial legal documents and templates.
• Coordinate client communications and scheduling with stakeholders.
• Assist with lightweight billing and payment reconciliation through Clio.

Skills

Executive assistance

Operations

Administrative support

Paralegal support

Tools

Clio

ChatGPT

Claude

Job description

Work Schedule: Pacific Time | 9 AM – 5 PM PT (8-hour overlap required)

About the Client

A boutique corporate law firm serving startups and technology companies is hiring a Legal Operations Assistant to organize contracts and files, draft initial legal documents, and manage client coordination so founders can focus on higher-level strategy and complex deals.

The firm has grown rapidly through an active presence in the startup ecosystem and runs a lean, collaborative team that works heavily with AI. They've built tools and workflows that depend on clean, well-organized legal documents and file systems, and they value initiative, autonomy, and fluent use of generative AI in daily work. The team is small but ambitious, and you would be a core operational partner—not a support role.

About the Role

You will act as a key operational partner to the firm's leadership team, helping keep the business organized and ensuring that important administrative, legal, and financial tasks don't fall through the cracks. Your day-to-day work may vary significantly. One day you may be organizing contracts and files; the next you may be reconciling a payment in Clio, coordinating a client meeting, preparing a document draft, or following up on an outstanding request.

Success in this role means being the person the team can trust to identify what needs to be done, learn how to do it, and get it done without needing constant direction. You don't need to be an expert in every area. You do need to be resourceful, organized, comfortable learning, and willing to take on unfamiliar tasks.

Core Responsibilities

Executive & Administrative Support

• Manage calendars, scheduling, rescheduling, and same-day meeting requests.
• Coordinate across clients, attorneys, and other stakeholders.
• Monitor incoming requests and ensure follow-ups are completed.
• Proactively identify administrative gaps and take ownership of resolving them.
• Support leadership with a variety of day-to-day operational tasks.

Document & File Management

• Consistently monitor incoming documents across email, WhatsApp, Slack, and other channels.
• Save and organize contracts, client files, and other documents in the firm's cloud-based systems.
• Maintain accurate file naming conventions and folder structures.
• Ensure documents are saved promptly and can be easily located by the team and AI tools.
• Track outstanding documents and follow up when information is missing.

Legal Operations Support

• Assist with preparing initial drafts of legal documents, templates, and correspondence for attorney review.
• Use AI tools to help draft, summarize, organize, and analyze documents.
• Follow established workflows and prompting guidelines to produce accurate first drafts.
• Support administrative legal processes such as company formations, filings, client deliverables, and document coordination.
• You do not need to be a practicing legal professional—the ability to learn legal processes and follow detailed instructions is more important.
• Assist with lightweight billing and payment reconciliation through Clio.
• Maintain accurate records of payments and time entries.
• Support basic financial administration and follow up on outstanding items.
• Coordinate payment-related requests and documentation.
• Handle sensitive financial information with discretion and professionalism.

Client Communication

• Draft and send professional client communications regarding administrative and procedural matters.
• Provide updates on documents, deliverables, scheduling, and outstanding requests.
• Follow up proactively with clients and counterparties when information or action is pending.
• Communicate clearly and professionally without requiring constant review from leadership.

AI & Technology

• Use AI tools to improve efficiency across administrative, legal, and operational workflows.
• Use Claude, ChatGPT, or similar tools for drafting, summarization, research, document organization, and other tasks.
• Learn new tools and internal systems quickly.
• Develop strong prompting habits and follow the firm's AI workflows.

General Operations

• Step into other lightweight operational tasks as business needs change.
• Help cover gaps across the team rather than staying within a narrowly defined function.
• Support junior team members or external assistants when needed.
• Take on new responsibilities as trust and familiarity with the business grow.

Requirements

Must-Have

• 3+ years of experience in Executive Assistance, Operations, Administrative Support, Legal Operations, Paralegal Support, or a similar generalist role.
• Demonstrated ability to manage multiple types of responsibilities simultaneously rather than working exclusively within one specialty.
• Highly organized and detail-oriented, particularly with documents, files, deadlines, and follow-ups.
• Strong ability to learn new tools, systems, and processes independently.
• Proactive mindset: able to identify what needs to be done without waiting for detailed instructions.
• Comfortable working across unfamiliar tasks and figuring things out as you go.
• Professional client-facing communication experience.
• B2+ English with strong written and verbal communication skills.
• Comfortable using AI tools such as ChatGPT, Claude, Gemini, or similar platforms—or demonstrated willingness and ability to learn them quickly.
• Comfortable handling confidential information, including legal and financial documents.
• Reliable attendance and dependable internet setup with backup connectivity for remote work.
• Available full-time, Monday–Friday, during 9 AM–5 PM Pacific Time.
• No outside commitments that would interfere with full-time availability or performance.

Nice-to-Have

• Previous experience supporting a law firm, attorney, legal team, or professional services business.
• Experience with Clio or other legal practice management/accounting platforms.
• Experience with billing, payment reconciliation, timekeeping, or basic accounting administration.
• Experience with contract or document management.
• Experience using Claude, particularly for document drafting or analysis.
• Executive Assistant, Chief of Staff, Operations Coordinator, or similar experience in a startup or small business.
• Experience working in a lean, remote environment with limited management layers.
• Experience coordinating or quality-checking the work of junior team members.
• Familiarity with tools such as Dropbox, Slack, WhatsApp, Google Workspace, CRM platforms, or similar systems
• Competitive Salary: Based on experience and skills
• Remote Work: Fully remote—work from anywhere
• Team Incentives: Recognition for maintaining 100% CRM hygiene and on-time reporting
• Generous PTO: In accordance with company policy
• Health Coverage for PH-based talents: HMO coverage after 3 months for full-time employees
• Direct Mentorship: Guidance from international industry experts
• Learning & Development: Ongoing access to resources for professional growth
• Global Networking: Connect with professionals worldwide

Our Recruitment Process

• Application
• Screening
• Skills Assessment
• Topgrading Interview
• Client Interview
• Job Offer
• Client Onboarding