Virtual Executive Assistant – Legal Practice Support (P-130)

SMASH, Who we are?
We are agents for tech professionals in Costa Rica and Colombia that help them build careers in the United States.

We believe in long-lasting relationships with our talent. We invest time getting to know them and understanding what they seek as their professional next step.

We aim to find the perfect match. As agents, we pair our talent with our US clients, not only by their technical skills but as a cultural fit. Our core competency is to find the right talent fast.

We purposefully move away from the “contractor” or “outsourcing” type of relationship. Our clients don’t want contractors or “just a service.” Neither does our talent.

Our Benefits

• Wellness Coverage

• Remote Work

• Birthday day off

• Recognition and rewards system

• Referrals Program

• Business skill coaching

• English classes for Smashers and relatives

• Learning opportunities

This position is Remote to work with a US Company; you will require to have Citizenship or a work permit from Costa Rica to apply for this role.

Role summary
You will support a US-based legal practice by managing scheduling, email correspondence, and general administrative coordination. This role requires strong organizational and communication skills, attention to detail, and the ability to manage multiple priorities in a confidential environment.

Responsibilities

• Manage and organize the executive’s calendar, schedule meetings, and coordinate appointments.

• Handle and prioritize incoming emails and correspondence.

• Maintain digital files and ensure organized documentation.

• Prepare and edit simple communications, meeting notes, and follow-ups.

• Coordinate with clients, vendors, and team members to ensure timely responses.

• Assist with task tracking and deadline management.

• Support daily administrative operations to enhance efficiency and organization.

• Uphold confidentiality and professionalism in all communications and document handling.

• Anticipate scheduling conflicts and proactively suggest resolutions.

• Perform general administrative duties as needed to support the practice.

Requirements – Must-haves

• Proven experience as an Executive Assistant, Administrative Assistant, or similar role.

• Strong organizational and time management skills.

• Excellent written and verbal communication abilities.

• Experience managing calendars, emails, and scheduling tools (e.g., Outlook, Google Workspace).

• High attention to detail and ability to manage sensitive information with discretion.

• Proficiency with productivity tools such as Microsoft Office or Google Suite.

• Ability to work independently and manage multiple priorities remotely.

Nice-to-haves (optional)

• Prior experience supporting law firms or professionals in a legal environment.

• Familiarity with legal or professional service workflows.

• Experience using task or project management tools (e.g., Asana, Trello, Monday.com).

• Background in client communication or administrative coordination for executives.

Languages

• English B2+, Spanish C1