Executive Legal Assistant

Malloy/Bell; Town of Texas (WI); On-site; USD 44,000 - 51,000; Full time

Job summary

Malloy/Bell, a growing Maine law firm, seeks an experienced Executive Legal Assistant to become a trusted operational partner to our attorneys, paralegals, and firm leadership—someone who anticipates needs, keeps details from falling through the cracks, and takes ownership of administrative work from beginning to end.

You will coordinate calendars, communications, meetings, and filings, keep client files organized in Clio, support billing, and help develop efficient templates and processes.

Qualifications

• Several years of progressively responsible administrative experience.
• Exceptional organization and attention to detail.
• Strong follow-through and ability to carry assignments through completion.
• Good judgment about priorities, urgency, communication, and when to ask questions.
• Professional and confident client service skills.
• Experience with Clio or willingness to learn new technology.

Responsibilities

• Manage attorney calendars, scheduling, and day-to-day coordination.
• Communicate professionally with clients by telephone, email, and in person.
• Coordinate client meetings, document signings, follow-ups, and administrative next steps.
• Open and maintain client matters and keep electronic and physical files organized.
• Maintain accurate client, contact, matter, and entity information in Clio and other firm systems.
• Assist with business entity administration, including annual reports and recurring corporate filings.
• Track payments, approvals, signatures, filing status, and outstanding client items.
• Assist with billing, retainers, and payment-related administrative follow-up.
• Prepare, scan, save, organize, and retrieve documents and correspondence.
• Support attorneys and paralegals with document gathering, administrative research, and matter preparation.
• Help maintain and improve recurring workflows, templates, checklists, and administrative systems.
• Anticipate what needs to happen next and help keep attorneys, clients, and matters moving.

Skills

Administrative experience

Organizational skills

Follow-through

Prioritization

Client service

Tech proficiency

MS Word

MS Excel

Adobe

Databases

Office systems

Discretion

Tools

Clio

Job description

About this position

Malloy/Bell is seeking an experienced Executive Legal Assistant to become a key member of our team in Auburn, Maine.

We are a growing law firm serving individuals, families, and businesses in matters involving business and commercial transactions, real estate, estate planning, probate, and related legal needs. We are building a modern, high-touch practice centered on excellent legal work, responsive client service, and strong systems.

We are looking for an experienced administrative professional who takes genuine satisfaction in making things run well.

This is not simply a front-desk position or an entry-level legal assistant role. The person we hire will be a trusted operational partner to our attorneys, paralegals, and firm leadership—someone who anticipates needs, keeps details from falling through the cracks, and takes ownership of administrative work from beginning to end.

Compensation

$32 - $37 hourly

Responsibilities

What You'll Do

• Manage attorney calendars, scheduling, and day-to-day coordination.
• Communicate professionally with clients by telephone, email, and in person.
• Coordinate client meetings, document signings, follow-ups, and administrative next steps.
• Open and maintain client matters and keep electronic and physical files organized.
• Maintain accurate client, contact, matter, and entity information in Clio and other firm systems.
• Assist with business entity administration, including annual reports and recurring corporate filings.
• Track payments, approvals, signatures, filing status, and outstanding client items.
• Assist with billing, retainers, and payment-related administrative follow-up.
• Prepare, scan, save, organize, and retrieve documents and correspondence.
• Support attorneys and paralegals with document gathering, administrative research, and matter preparation.
• Help maintain and improve recurring workflows, templates, checklists, and administrative systems.
• Anticipate what needs to happen next and help keep attorneys, clients, and matters moving.

Qualifications

Who We're Looking For:

You may have worked as an executive assistant, experienced legal assistant, senior administrative professional, office administrator, or in another role requiring you to keep busy professionals and complicated workflows organized.

Prior law firm or comparable professional services experience is preferred.

More important than a particular job title, we are looking for someone who brings:

• Several years of progressively responsible administrative experience.
• Exceptional organization and attention to detail.
• Strong follow-through and a demonstrated ability to carry assignments through completion.
• Good judgment about priorities, urgency, communication, and when to ask questions.
• Professional and confident client service skills.
• Strong technology skills and comfort working with Microsoft Word, Excel, Adobe, databases, templates, shared files, and modern office systems.
• The ability to manage multiple priorities without losing track of details.
• Discretion and sound judgment when handling confidential information.
• A calm, practical approach in a busy professional environment.
• A willingness to take ownership, solve problems, and help the team succeed.

Experience with Clio or other law-practice-management software is helpful but not required. An ability and willingness to learn new technology is essential.

About Company

Why Malloy/Bell?

We are building a modern, high-touch Maine law firm through the merger of two successful solo attorney practices. We have a strong base of business, real estate, estate planning, entity formation, and merger/acquisition work.

We care about quality, responsiveness, and doing excellent work without accepting needless chaos or outdated ways of working.

We are in an important growth stage and are investing in the right people, systems, and structure to support that growth.

Our small team manages a practice that is the size of many larger firms, and we are looking for 'A' players who are willing to put in the hard work to get the job done with a sense of urgency and who will be well compensated for their effort.

Salary Information

$32 - $37Hourly Wage