Executive Legal Assistant

Malloy/Bell; United States; On-site; USD 44,000 - 51,000; Full time

Job summary

Malloy/Bell is seeking an experienced Executive Legal Assistant in Auburn, Maine, to act as a trusted administrative partner to attorneys and paralegals. The role focuses on keeping complex workflows organized and ensuring seamless client service across phone, email, and in-person communications.

You will manage calendars, meetings, document signings, and matter files, while maintaining Clio data and supporting billing and corporate filings.

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.
• Ability to manage multiple priorities without losing track of details.
• Discretion and sound judgment when handling confidential information.
• Calm and practical approach in a busy professional environment.
• Willingness to take ownership, solve problems, and help the team succeed.

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

Executive support

Administrative experience

Attention to detail

Time management

Client service

MS Office proficiency

Tools

Clio

Microsoft Word

Excel

Adobe

Databases

Job description

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. Prior law firm or comparable professional services experience is preferred.

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.

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.
• 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.

Compensation: $32 - $37 hourly

• What You'll DoYour responsibilities will include:
• 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.