Executive Administrative Assistant (Law Firm)

City Staffing; Charlotte (NC); Hybrid; USD 60,000 - 85,000; Full time

Job summary

City Staffing in Charlotte, NC is seeking an Executive Administrative Assistant to support the Regional Managing Partner in a hybrid in-office setting. This direct hire role requires 5+ years of administrative experience, with a preference for a law firm or litigation background.

Responsibilities include supporting practice management, coordinating across offices, handling confidential materials, and managing deadlines.

Qualifications

• 5+ years of administrative experience; law firm or litigation background preferred.
• Familiarity with legal terminology, document formatting, and court procedures.
• Professional communication with attorneys, colleagues, clients, courts, and vendors.
• Experience with electronic filing systems preferred.

Responsibilities

• Provide dedicated administrative support to the Regional Managing Partner and practice groups.
• Assist with practice management and regional strategic projects.
• Identify process improvements to enhance efficiency and service delivery.
• Review information, create and maintain case lists, trackers, and reporting tools.
• Coordinate new matter openings/closings, including conflicts and file management.
• File documents in state, federal, and appellate courts; liaise with court personnel.
• Support billing, client budgets, and travel arrangements.

Skills

Professional communication

Organizational skills

Confidentiality

Hybrid work ability

Education

High school diploma

Tools

Electronic filing systems

Job description

This is a direct hire position in Charlotte, North Carolina.

Start Date: ASAP

Duration: Direct Hire

Location: Hybrid in Charlotte, North Carolina

Schedule: Monday - Friday | 9:00am - 5:00pm

Our client, a leading national defense litigation firm, seeks an Executive Administrative Assistant to join their Charlotte office! This individual will primarily provide support to the Regional Managing Partner, in addition to a few ad-hoc legal administrative tasks. The ideal candidate will have experience with direct executive support and preferably have some experience in a legal setting.

Responsibilities:

• Provide dedicated administrative, operational, and litigation support to the RMP, including support for initiatives across multiple offices and the practice group nationally.
• Assist the RMP with practice management and strategic projects within the region
• Identify process improvement opportunities and assist in developing and implementing solutions that enhance efficiency and service delivery.
• Review and obtain information from internal and external systems and create, maintain, and update case lists, project trackers, and reporting tools.
• Serve as a central point of coordination for complex litigation matters, helping track deadlines, assignments and reporting obligations, and deliverables across multiple jurisdictions and stakeholders.
• Coordinate new matter openings and closings, including conflict checks, engagement letters, and file management.
• File documents in state, federal, and appellate courts using electronic filing applications and communicate with court personnel regarding procedures, rules, and deadlines.
• Assist with billing support, client budgets, billing inquiries, appeals, collections, expense reports, travel arrangements, and vendor payments.
• Support additional projects and operational initiatives as needed.

Qualifications:

• High school Diploma or equivalent required
• 5+ years of administrative experience, preferably within a law firm or litigation environment
• Familiarity with legal terminology, document formatting and court procedures
• Experience with electronic filing systems preferred
• Professional communication skills when interacting with attorneys, colleagues, clients, courts, and vendors
• Strong organizational skills with the ability to manage multiple deadlines
• Ability to maintain strict confidentiality
• Comfortable working in an in-office/hybrid environment

City Staffing is committed to diversity, equity, and inclusion (DEI) in all aspects of our business. As a women-owned and operated business, WBE certified, we recognize the importance of creating an inclusive and welcoming work environment for all individuals regardless of age, race, creed, color, national origin, sex, ability, marital status, gender identity and/or expression, or sexual orientation.