Position Overview
Frost Law is seeking a high-energy, detail-oriented Executive Assistant to support multiple partners in our Tax Department. This is a professional services role focused on keeping our attorneys organized, on schedule, and operating at full capacity. The ideal candidate thrives in a fast-paced environment, takes initiative, and understands that the needs of the firm are constantly evolving. This is not a personal assistant role — the focus is entirely on professional support, practice management, and operational follow-through.
Key Responsibilities
Schedule & Calendar Management
- Manage and coordinate complex, multi-partner calendars across client meetings, internal conferences, deadlines, and court dates
- Schedule appointments, calls, travel, and reservations with accuracy and proactive confirmation
- Send follow-up communications and reminders to ensure nothing falls through the cracks
Inbox & Communications Management
- Monitor and manage partner inboxes, draft proposed responses, and flag urgent matters for immediate attention
- Serve as a professional point of contact for clients, colleagues, and external parties
File & Document Management
- Create and maintain client files in accordance with firm procedures
- Scan, organize, and upload attorney notes, documents, and correspondence into the firm's systems
- Draft and prepare documents as needed
- Maintain organized filing systems — both digital and physical — for easy retrieval
Reporting & Administrative Support
- Maintain and update spreadsheets tracking client status, follow-ups, and task completion
- Pull reports from firm systems as needed by partners and firm leadership
- Conduct research as directed and compile findings in a clear, organized format
- Assist with other administrative functions across the firm as needs arise — flexibility and willingness to support beyond the immediate team is essential
Software & Systems
- Learn and utilize firm software including Clio (practice management) and HubSpot (CRM) — prior experience is a strong plus but not required
- Adapt quickly to new tools and platforms as the firm's technology evolves
Qualifications
- 2+ years of reception or administrative experience, preferably in a law firm or other legal/professional services environment
- Exceptional attention to detail — accuracy in all written communications, scheduling, and document handling is non-negotiable
- Strong written and verbal communication skills with a professional, client-facing demeanor
- Ability to manage multiple priorities simultaneously without losing focus or quality
- Quick recall and sound judgment — able to make decisions efficiently in a high-volume environment
- Proficiency in Microsoft Office and general comfort with technology and learning new software
- Experience with HubSpot and/or Clio is a significant plus
- High energy, self-motivated, and proactive — someone who looks for what needs to be done rather than waiting to be told
