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Role Description

Do you thrive as the steady, hyper-organized right hand to a busy leader, keeping their world running smoothly while they juggle a thousand priorities? Can you shift from rapid-fire reminders to scheduling calls, prepping meetings, and untangling calendar chaos without getting flustered? Are you the kind of assistant who anticipates needs, stays ten steps ahead, and communicates clearly, quickly, and with zero drama?

The firm is now hiring a Global Admin Assistant to support the Managing Attorney by owning calendar operations end-to-end—scheduling and confirming calls, meetings, depositions, hearings, and other case-related events—while managing proactive reminders so deadlines and next steps never slip. This role works closely with paralegals by confirming and finalizing what’s already been placed on the calendar, coordinating directly with courts, opposing counsel, experts, and internal team members, and keeping scheduling threads moving until they’re fully confirmed and documented.

The Managing Attorney is high-energy and deeply committed to the work, but he moves quickly, travels often, and needs a steady, organized partner who can keep him grounded and on track. If you love details, excel in a fast-paced environment, and communicate clearly using concise bullet points, you’ll thrive here. This is a remote role, yet you will operate as the Managing Attorney’s right hand—anticipating needs, preventing dropped balls, and creating structure that makes the entire firm more effective.

• Full calendar ownership for the Managing Attorney – schedule calls, client meetings, internal check-ins, and FJA-related travel; maintain clean, complete calendar entries with key notes/logistics
• Confirm and finalize legal calendar events already placed by paralegals (e.g., depositions, hearings, mediations) by coordinating via phone/email with courts, opposing counsel, experts, and internal stakeholders to ensure everything is truly confirmed and accurately documented
• Schedule depositions and hearings in coordination with the court and opposing counsel; track confirmations, changes, and required next steps until closed
• Schedule and coordinate expert calls – align availability, send logistics, and follow up to secure confirmations
• Proactive reminders for upcoming events, hearings, deadlines, and task follow-through – keep the Managing Attorney (and relevant team members) ahead of deadlines so nothing falls through the cracks
• Prepare the Managing Attorney for meetings and legal events by confirming details, gathering needed information, prompting him ahead of time, and flagging risks/conflicts early
• Manage communication primarily via Teams chat, text, and phone (email used when required for external confirmations); communicate in a direct, low-word-count, bullet-point style
• Reschedule quickly and professionally when conflicts arise – propose options, secure reconfirmations, and update all parties promptly
• Draft routine scheduling/confirmation letters once trained and route for approval before sending (as applicable)
• Follow up with clients, attorneys, opposing counsel, court staff, experts, and team members to keep scheduling threads moving and the Managing Attorney’s workflow smooth
• Anticipate needs, identify gaps, and implement solutions before issues escalate – especially around scheduling bottlenecks and deadline risk
• Keep the Managing Attorney aware of priorities and ensure he does not miss calls, deadlines, or scheduled commitments through a consistent check-in/reminder cadence
• Support firm-wide organization by reducing administrative load on paralegals and the office manager – taking ownership of scheduling, confirmations, reminders, and coordination workflows
• Handle other administrative tasks assigned by the Managing Attorney including light research, travel coordination, and project support, while staying focused on the scheduling/deadlines mission

Qualifications

• 2–5+ years as an Executive Assistant, Admin Assistant, or similar role supporting a busy executive
• Extremely organized, detail-oriented, and reliable, with strong follow-through and strong task/deadline management
• Fast, concise communicator who prefers bullet points over long explanations
• Comfortable with constant communication via Teams chat, phone, and text (email used when needed for external confirmations)
• Able to work independently, think ahead, and anticipate needs without direction
• Comfortable coordinating and confirming scheduling for case-related events (e.g., depositions, hearings, expert calls) with courts, opposing counsel, experts, and internal team members
• Strong calendar discipline: clean documentation, accurate logistics, proactive reminders, and follow-ups to keep scheduling threads moving until fully confirmed
• Flexible, open-minded, and unfazed by frequent schedule changes
• Mature, polite, steady under pressure, and completely drama-free
• Strong command of English (clarity required; bilingualism welcome, but the Managing Attorney speaks no Spanish)
• Tech-savvy, resourceful, and comfortable coordinating across multiple team members
• Interest in long-term growth into a more senior EA or operational role is a plus
• Experience managing calendars in a law firm or legal environment (strongly preferred)

Benefits

• Competitive monthly compensation: $2,000–$2,500 USD, depending on experience and skill set
• Full-time remote role: 40 hrs/week, 9 AM–5 PM EST or 10 AM–6 PM EST
• Flexibility for long-term growth and expanded responsibility over time
• Additional perks: Competitive monthly compensation: $1,500–$1,800 USD, depending on experience and skill set
• Part-time remote role: 20 hrs/week, with working hours scheduled within the 9 AM–5 PM Eastern window
• Flexibility for long-term growth and expanded responsibility over time

Company Description

The Tinstman Law Firm is a Miami-based personal injury and medical malpractice practice dedicated to delivering exceptional results for clients across Florida. Founded in 2016, the firm has grown into a respected litigation force, handling a wide range of injury matters, including:

• Catastrophic injuries
• Motor vehicle collisions
• Nursing home abuse
• Medical malpractice

With more than 150 active cases and a growing roster of attorneys, paralegals, and clinical support, the firm is in a rapid expansion phase. The work is meaningful, the pace is fast, and the culture is defined by professionalism, hard work, and genuine care for clients.