Executive Assistant - Business and Litigation Law firm

Jobot; Philadelphia (Philadelphia County); On-site; USD 75,000 - 100,000; Full time

Benefits offered by this job

Health insurance

Dental insurance

Vision insurance

Life insurance

Long-term disability insurance

401(k)

Job summary

Jobot is seeking an Executive Assistant to provide high-level support to partners in a business and litigation law firm located in Center City Philadelphia. This on-site, permanent role offers a competitive salary and a full benefits package.

The successful candidate will manage complex calendars, prepare legal documents, handle attorney time entries, and support the pre-bill process while maintaining meticulous files and confidential information.

Qualifications

• 5+ years of relevant experience as a legal executive assistant or equivalent, including direct support to partner-level attorneys.
• Experience in a business and litigation law firm or a comparable legal environment.
• Proven ability in complex calendar management, transcription, attorney time entry, and pre-bill review.
• Experience supporting qui tam matters or comparable confidential, high-stakes litigation.
• Exceptional accuracy in document formatting and proofreading, with close attention to detail across correspondence, legal documents, and billing materials.
• Proficiency with Microsoft Office and legal document management, timekeeping, and billing systems.

Responsibilities

• Provide proactive, partner-level executive and administrative support, anticipating needs and keeping daily operations organized.
• Manage complex calendars, coordinate meetings and conference calls, resolve scheduling conflicts, and track important commitments and deadlines.
• Prepare and transcribe correspondence, memoranda, and legal documents from dictation, recordings, and attorney notes.
• Format, edit, and proofread documents for accuracy, consistency, grammar, and compliance with firm standards and applicable requirements.
• Enter attorney time accurately and promptly, review time narratives, and resolve missing or inconsistent information.
• Coordinate pre-bill review, incorporate attorney revisions, and work with billing personnel to support accurate, timely client invoices.
• Support business litigation and qui tam matters, exercising exceptional care with confidential, sensitive, and potentially sealed materials.
• Maintain organized electronic and physical files, manage document versions, and ensure information is readily accessible to authorized team members.
• Serve as a professional point of contact for clients, attorneys, court personnel, and other stakeholders.
• Coordinate travel, prepare meeting materials, process expenses, and assist with administrative projects as needed.

Skills

Calendar management

Transcription

Attorney time entry

Pre-bill review

Client service

Tools

Microsoft Office

Billing systems

Timekeeping systems

Job description

Executive Assistant - Business and Litigation Law firm

$75000 - $100000 per year | Philadelphia, PA | On-site | Permanent

Executive Legal Assistant, Partner-Level Support

A bit about us:

Our client is a PA-headquartered business and litigation firm with offices across Pennsylvania and New Jersey, serving clients in all 50 states and the District of Columbia. Their clients range from Fortune 200 and large privately held companies to municipalities, small businesses, and partnerships across a broad mix of industries. The firm is known for handling matters practically and efficiently, and for putting results first. The Center City Philadelphia office is home to a specialized qui tam (whistleblower) practice.

Why join us?

Join a dynamic business and litigation law firm as a Permanent Executive Assistant, providing high-level support to partners handling complex, consequential legal matters. This opportunity is ideal for an experienced legal administrative professional who thrives in a fast-paced environment, takes pride in precision, and enjoys keeping busy practices running smoothly.

You’ll work closely with firm leadership, anticipate priorities, and help deliver polished, responsive service to clients. The role calls for discretion, sound judgment, and the confidence to manage competing deadlines with accuracy and professionalism.

• Competitive salary and benefits, including health, dental, and vision insurance, life and long-term disability insurance, and a 401(k).

Job Details

Responsibilities

Provide proactive, partner-level executive and administrative support, anticipating needs and keeping daily operations organized.

Manage complex calendars, coordinate meetings and conference calls, resolve scheduling conflicts, and track important commitments and deadlines.

Prepare and transcribe correspondence, memoranda, and legal documents from dictation, recordings, and attorney notes.

Format, edit, and proofread documents for accuracy, consistency, grammar, and compliance with firm standards and applicable requirements.

Enter attorney time accurately and promptly, review time narratives, and resolve missing or inconsistent information.

Coordinate pre-bill review, incorporate attorney revisions, and work with billing personnel to support accurate, timely client invoices.

Support business litigation and qui tam matters, exercising exceptional care with confidential, sensitive, and potentially sealed materials.

Maintain organized electronic and physical files, manage document versions, and ensure information is readily accessible to authorized team members.

Serve as a professional point of contact for clients, attorneys, court personnel, and other stakeholders.

Coordinate travel, prepare meeting materials, process expenses, and assist with administrative projects as needed.

Qualifications

5+ years of relevant experience as a legal executive assistant, legal administrative assistant, or equivalent professional, including direct support to partner-level attorneys.

Experience in a business and litigation law firm or a comparable legal environment.

Demonstrated skill in complex calendar management, transcription, attorney time entry, and pre-bill review, or equivalent experience performing these functions.

Experience supporting qui tam matters or comparable confidential, high-stakes litigation.

Exceptional accuracy in document formatting and proofreading, with close attention to detail across correspondence, legal documents, and billing materials.

Proficiency with Microsoft Office and legal document management, timekeeping, and billing systems, or comparable platforms.

Strong organizational skills and the ability to prioritize shifting demands while meeting deadlines.

Excellent written and verbal communication skills, professional judgment, and a client-service mindset.

Ability to work independently, collaborate effectively, and handle privileged and confidential information with discretion.

Jobot is an Equal Opportunity Employer. We provide an inclusive work environment that celebrates diversity and all qualified candidates receive consideration for employment without regard to race, color, sex, sexual orientation, gender identity, religion, national origin, age (40 and over), disability, military status, genetic information or any other basis protected by applicable federal, state, or local laws. Jobot also prohibits harassment of applicants or employees based on any of these protected categories. It is Jobot’s policy to comply with all applicable federal, state and local laws respecting consideration of unemployment status in making hiring decisions.

Sometimes Jobot is required to perform background checks with your authorization. Jobot will consider qualified candidates with criminal histories in a manner consistent with any applicable federal, state, or local law regarding criminal backgrounds, including but not limited to the Los Angeles Fair Chance Initiative for Hiring and the San Francisco Fair Chance Ordinance.

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