Senior Executive Assistant
About NOVA Injury Law
NOVA Injury Law is a growing personal injury law firm dedicated to helping injured individuals navigate some of the most challenging periods of their lives. Our team is committed to providing exceptional client service, strong legal advocacy, and innovative systems that allow us to scale while maintaining a high standard of care.
As our firm continues to grow, we are seeking an experienced Senior Executive Assistant to become a trusted support partner to our Founder and Managing Lawyer, Jeff Mitchell.
This is a high-impact role for someone who thrives in a fast-paced environment, enjoys solving problems, takes ownership, and wants to make a meaningful impact within a growing organization.
The successful candidate will work closely with the Founder to help manage priorities, drive execution, coordinate across departments, and create the structure necessary for both the Founder and the firm to operate at a high level.
The Opportunity
This role wears many hats.
You will support:
- Founder of NOVA Injury Law
- Practicing Personal Injury Lawyer
- Business Owner
- Strategic Leader
- Team Leader
- Decision Maker
To be successful in this role, you must be able to support all of these functions.
Your day-to-day responsibilities will involve managing competing priorities, coordinating projects, ensuring deadlines are met, following up with department leaders, improving processes, and helping transform ideas into action.
This position is ideal for someone who:
- Enjoys variety and problem-solving
- Thrives in a fast-moving environment
- Can confidently manage priorities with limited direction
- Notices what needs to be done and takes action
- Is comfortable working with leadership teams
- Wants to contribute to the growth and success of an organization
What This Role Is Not
This is not a calendar-only Executive Assistant position.
This is not a passive administrative support role.
We are looking for someone who can think critically, anticipate needs, identify challenges, create solutions, and help keep both the Founder and the firm operating efficiently.
The right person will become a trusted extension of the Founder and a key contributor to the organization.
You will help maximize the Founder’s time, focus, and productivity.
Responsibilities include:
- Managing the Founder’s calendar
- Coordinating internal and external meetings
- Protecting focus time and productivity blocks
- Anticipating scheduling conflicts
- Prioritizing requests based on urgency and business impact
- Managing professional and personal scheduling needs when required
- Ensuring meetings are properly prepared for and followed up on
- Tracking important commitments and deadlines
Email & Communication Management
You will help manage communication flow and ensure important items receive appropriate attention.
Responsibilities include:
- Monitoring and organizing executive inboxes
- Drafting professional correspondence
- Prioritizing urgent matters
- Identifying important deadlines and action items
- Coordinating responses and follow-up
- Acting as a communication bridge between the Founder and internal teams
Meeting Coordination & Follow-Up
You will ensure meetings are productive and action items are completed.
Responsibilities include:
- Scheduling meetings
- Preparing agendas and materials
- Gathering supporting information
- Attending meetings when required
- Recording action items and decisions
- Tracking commitments
- Ensuring follow-up occurs
Project Management & Execution
A major component of this role is helping move projects and initiatives from planning to completion.
Responsibilities include:
- Tracking ongoing projects
- Monitoring timelines and deadlines
- Coordinating with department leaders
- Following up on deliverables
- Identifying risks, delays, or bottlenecks
- Maintaining project trackers
- Supporting implementation of new initiatives
- Creating accountability systems
- Ensuring projects continue moving forward
Examples of projects may include:
- CRM improvements
- Filevine enhancements
- Intake process improvements
- Marketing initiatives
- Technology implementations
- Operational improvements
- Hiring initiatives
- Reporting projects
- Automation and AI implementation projects
Leadership Team Support
You will work closely with leadership team members and department heads to ensure priorities stay aligned.
Responsibilities include:
- Following up on executive priorities
- Tracking completion of assigned tasks
- Coordinating leadership meetings
- Gathering updates from department leaders
- Monitoring project progress
- Ensuring commitments are completed on time
- Helping teams stay aligned with firm goals
The successful candidate must be comfortable communicating professionally with managers, leaders, and professionals while maintaining accountability.
Technology & Systems Support
We are looking for someone who is highly comfortable with technology and enjoys improving systems.
The ideal candidate enjoys learning new platforms, identifying inefficiencies, and finding ways to make work more efficient.
Experience with the following is an asset:
- Filevine
- Zoho CRM
- Zapier
- Google Workspace
- AI productivity tools
Responsibilities include:
- Assisting with software implementations
- Supporting system improvements
- Creating workflows
- Developing SOPs
- Identifying automation opportunities
- Supporting technology adoption across teams
- Troubleshooting operational challenges
Legal Support
While this is not a traditional legal assistant role, experience working within a law firm or supporting lawyers is highly valued.
Training will be provided regarding firm-specific processes.
Responsibilities may include:
- Tracking legal deadlines
- Monitoring important file milestones
- Assisting with file reviews
- Coordinating with legal team members
- Supporting litigation and case-management workflows
- Assisting with special legal projects
Process Improvement & Operations Support
The successful candidate will continuously look for ways to improve efficiency and create better systems.
Responsibilities include:
- Developing and improving SOPs
- Creating templates and processes
- Improving internal workflows
- Supporting operational initiatives
- Assisting with reporting and dashboards
- Identifying inefficiencies
- Recommending solutions
Who We Are Looking For
The ideal candidate is:
- Extremely organized
- Highly proactive
- Technically comfortable
- Detail-oriented
- Solution-focused
- Professional and confident
- Adaptable under pressure
- Able to manage multiple priorities simultaneously
- Comfortable communicating with leadership
- Able to take ownership of outcomes.
Success in This Role Looks Like
Within your first year:
- The Founder’s priorities are organized and effectively managed
- Important deadlines are proactively tracked
- Projects consistently move forward
- Leadership teams remain accountable
- Operational bottlenecks are reduced
- Systems become more efficient
- Communication improves across the firm
- The Founder has more capacity to focus on leadership, strategy, and client advocacy
Why This Role Matters
This role will become one of the most trusted positions within NOVA Injury Law.
The right candidate will not simply support the Founder they will help increase the effectiveness of the entire organization.
We are looking for someone who wants to build a long-term career, take ownership, contribute ideas, and play a meaningful role in the continued growth of NOVA Injury Law.
If you are someone who loves organization, problem-solving, improving systems, and making a real impact, we would love to hear from you.`
Pay: $50,000.00 per year
Work Location: In person
