Executive Assistant

Role Purpose This role exists to buy back time for the Principal Lawyer and CFO by:

• Removing operational, administrative, and coordination burdens
• Structuring internal communication and execution
• Ensuring nothing discussed, assigned, or decided is ever lost
• This is not a passive assistant role.
• This is an execution, coordination, and control function.

Reporting Structure Reports Directly To

• Principal Lawyer (transitioning to Managing Partner)
• CFO

Works Cross-functionally With

• Operations Manager
• HR
• Marketing / BD
• Legal team

Core Mandate Ensure that every meeting, decision, and initiative turns into structured execution.

Key Responsibilities

• Meeting Intelligence & Execution Control
• Attend all key internal and external meetings
• Take structured, decision-oriented minutes (not transcripts)
• Identify:
• Decisions made
• Tasks assigned
• Deadlines
• Responsible parties
• Store all records in a centralized, retrievable systems

Output standard: If leadership disappears for 2 weeks, nothing is lost.

• Task & Workflow Management (Asana Owner)
• Input all tasks into Asana immediately after meetings
• Assign tasks, deadlines, and owners
• Follow up with team members on completion
• Maintain:
• Clean task boards
• Priority alignment
• Execution visibility

You are effectively the firm’s execution tracker

• Pre-Meeting Briefings (Critical Function)

Before every key meeting prepare a 1-page briefing note including:

• Context of the meeting
• Key issues / decisions required
• Background data or documents
• Risks / sensitivities
• Suggested talking points
• Agenda & Communication Structuring
• Draft meeting agendas in advance
• Ensure meetings are:
• Focused
• Time-efficient
• Outcome-driven
• Push back when meetings lack clarity: "What is the objective of this meeting?"
• Founder’s Office Support (Ad Hoc but High Impact)

Operational Support

• Light data entry (when required)
• Organizing physical and digital workspace
• Managing incoming calls / routing

Research & Intelligence

• Industry and other research for meetings
• Systemized organization of workflow and workload
• Quick turnaround to stakeholders and parties involved

KPI & Reporting Oversight

• Review reports from:
• Operations
• Marketing
• Finance
• Flag:
• Irregularities
• Missing data
• Performance deviations

What Success Looks Like

• Leadership spends significantly less time on coordination
• No task is “forgotten”
• Meetings become:
• Shorter
• More focused
• Decision-driven
• Teams become more accountable because someone is tracking everything

Ideal Candidate Profile Must Have

• Extremely organized and detail-oriented
• Strong written communication (this is critical)
• Ability to think in structure, not chaos
• Comfortable working in high-performance environments

Strong Advantage

• Experience supporting executives or founders
• Familiarity with legal / professional services environment
• Experience with task management tools

Compensation Structure

• Base: $65K – $85K
• Performance bonus tied to:
• Execution reliability
• Team feedback
• Reduction in leadership workload