Executive Assistant

The Executive Assistant will work directly with the Managing Partner to support all facets of firm operations including HR, recruiting, compliance, benefits administration, vendor coordination, and process improvement.

About aiLegal

aiLegal is an immigration law firm powered by AI technology with a strong reputation for delivering excellence, efficiency, and client-centric service. We handle a wide spectrum of immigration cases including family immigration, humanitarian matters, business immigration, consular processing, removal defense, and federal litigation. We operate on a flat rate model with assigned credit hours per case type and enforce high accountability in meeting deadlines and productivity benchmarks. Each team member is expected to deliver at least 100 credit hours per month, and the Managing Attorney ensure that the team collective delivers 100 X team head accounts credit hours monthly. Our unique service model ensure speed, standardization, and client satisfaction by structing every case into a clear assembly-line pipeline.

Description

Location: Atlanta

Employment Type: Full-time

Compensation: Competitive base salary + performance bonuses

Reports to: Managing Partner

Position Review

The Executive Assistant will work directly with the Managing Partner to support all facets of firm operations including HR, recruiting, compliance, benefits administration, vendor coordination, and process improvement. The position must regularly exercise discretion and independent judgement on matters of significance. The role requires exceptional organizational skills, discretion, and ability to manage competing priorities in a fast-paced, tech-enabled environment.

Key Responsibilities

• Operations and Administration

  • Manage day-to-day operational tasks and serve as point of contact for internal process coordination.

  • Maintain and improve operational workflows to ensure efficiency across teams.

  • Draft, review, and maintain internal policies, forms, and compliance documents.

  • Track deadlines for operational, regulatory, and compliance filings.

• Human Resources and Recruiting

  • Support full-cycle recruiting: job postings, candidate screening, scheduling interviews, and onboarding and offboarding.

  • Coordinate employee records, timesheets, PTO/leave requests, and performance review processes.

  • Administer benefits programs and liaise with PEO/HR vendors.

  • Ensure compliance with employment regulations and firm policies.

• Compliance & Risk Management

  • Monitor compliance with confidentiality, non-solicitation, and professional ethics obligations.

  • Assist in preparing and maintaining compliance records for audits and risk reviews.

  • Support vendor management, contract, and insurance renewals.

• Executive Support

  • Act as right hand to the Managing Partner, prioritizing tasks and ensuring deadlines are met.

  • Prepare reports, presentations, and briefing documents for meetings.

  • Anticipate operational needs and proactively identify solutions to challenges

Qualifications

• Required Skills and Experience:

  • Bachelor’s degree required; Master’s degree in Business Administration, Management, or related field preferred.

  • Minimum 3–5 years of experience supporting senior executives, preferably in a law firm, technology, or professional services environment.

  • Demonstrated ability to manage multiple operational areas such as HR, recruiting, compliance, and administrative coordination.

  • Experience working with PEO vendors (e.g., ADP, Gusto, Justworks) and managing HR documentation, onboarding, and benefits.

  • Familiarity with immigration law firm operations or legal practice management software is highly preferred.

• Preferred Skills:

  • Exceptional organizational and multitasking ability — able to manage multiple workflows, deadlines, and communication channels simultaneously.

  • High emotional intelligence (EQ) and professional discretion in handling confidential information.

  • Strong written and verbal communication skills with meticulous attention to detail and accuracy.

  • Tech-savvy: proficient in Microsoft 365 (SharePoint, Teams, Outlook), project tools (Jira, Confluence), and cloud-based HR or CRM systems.

  • Demonstrated initiative and problem-solving ability; thrives in a fast-paced, high-accountability environment.

  • Strong analytical and process improvement mindset, capable of translating business goals into operational systems.

  • Ability to work autonomously, anticipate needs, and execute with minimal supervision.

Job Performance Expectations

• Operational Excellence

  • Ensure 100% completion and accuracy of assigned administrative and compliance tasks on time.

  • Develop, document, and improve standard operating procedures (SOPs) for recurring firm processes.

  • Maintain accurate and organized operational records, reducing internal delays or bottlenecks by at least 30% within the first six months.

• HR and Recruiting

  • Maintain zero compliance gaps in employee records, I-9 verification, and benefits enrollment.

  • Ensure timely onboarding and offboarding of employees within defined firm timelines.

  • Coordinate with the Managing Partner to track recruiting metrics (applications, interviews, offers) and provide weekly status reports.

• Compliance & Risk

  • Track all regulatory and vendor filing deadlines and ensure no missed compliance dates.

  • Maintain complete vendor files, insurance certificates, and policy renewals.

  • Support the Managing Partner in quarterly internal compliance audits and report deficiencies promptly.

• Executive Support

  • Anticipate the Managing Partner’s needs by prioritizing tasks, organizing schedules, and preparing concise briefing materials before meetings.

  • Deliver error-free reports, correspondence, and meeting materials with professional formatting and accuracy.

  • Demonstrate initiative by identifying and executing at least two process improvements per quarter that enhance efficiency, reduce costs, or streamline communication.

• Cultural Alignment

  • Embody aiLegal’s core values of Excellence, Innovation, Client-Centric Service, Data-Driven Execution, Accountability, and Collaboration.

  • Maintain a proactive, “ownership” mindset, consistently ensuring operational continuity even in the Managing Partner’s absence.