[Remote] Legal Operations Manager and Executive Assistant

Note: The job is a remote job and is open to candidates in USA. KTB Media Counsel is an independent law practice serving media, entertainment, creative, and commercial clients. The Legal Operations Manager and Executive Assistant will manage the founding attorney’s calendar, inbox, billing, and practice administration, while supporting client intake and first-pass review of routine contracts under attorney supervision.

Responsibilities

• Own the attorney's calendar: schedule client calls, negotiations, internal work blocks, and personal commitments
• Coordinate across time zones with clients, opposing counsel, and entertainment-industry contacts
• Protect focus time and flag conflicts, double-bookings, and upcoming deadlines ahead of time
• Prepare short pre-meeting briefs (who, what matter, open items, relevant documents)
• Track key dates, including contract deadlines, renewal and option dates, filing dates, and follow-ups
• Sort and prioritize the inbox every day: mark what's urgent, what needs the attorney, what's routine, and what's FYI
• Draft replies for attorney review, including scheduling, status updates, document requests, and administrative correspondence
• Send approved routine communications on the firm's behalf
• Keep a consistent, professional, client-friendly voice in all correspondence
• Track open threads and make sure nothing sits unanswered
• Prepare monthly client invoices from time-tracking records (Toggl), applying each client's rates, rounding rules, and narrative style
• Keep each client's billing strictly separate, and base every invoice on verified source records only, never estimates or assumptions
• Track payments, send polite reminders on overdue invoices, and keep an accounts-receivable log
• Help with new-client onboarding: engagement letters, conflict-check info, intake forms, and file setup
• Keep the client and matter files organized, named consistently, and easy to find
• Coordinate with vendors, handle subscriptions and software, and take on general practice administration
• Take in client contract requests and collect what's needed: parties, deal points, deadlines, and business context
• Do first-pass reviews of routine agreements (e.g., NDAs, simple vendor, services, and release agreements) against firm checklists and preferred positions
• Flag non-standard terms such as one-sided confidentiality, unusual term length, non-solicits, IP assignment or license language, indemnities, governing law and venue, and missing mutuality
• Prepare a short issues summary and a first-draft redline for the attorney to review
• Route anything unusual, high-value, or outside the checklist straight to the attorney
• Help build and maintain templates, clause libraries, and review checklists
• Build and improve the firm's workflows, including intake, matter tracking, billing, document management, and deadline tracking
• Find opportunities to use technology and automation well (AI tools, templates, practice-management software)
• Keep a running task and matter tracker so the attorney always knows what's open and what's due

Skills

• 2+ years of experience as an executive assistant, legal assistant, paralegal, or in legal or business operations
• Excellent written communication, with the ability to draft clear, professional emails independently
• Very strong organization and attention to detail
• Proven discretion with confidential and sensitive information
• Comfort with Microsoft 365 (Outlook, Word, Excel) and/or Google Workspace
• Able to manage competing priorities with little supervision
• Law firm or in-house legal department experience
• Familiarity with commercial contracts, especially NDAs, services agreements, and licensing
• Interest in or exposure to media, entertainment, podcasting, or creative industries
• Experience with time-tracking and billing tools (e.g., Toggl, Clio, QuickBooks)

Benefits

• Hands-on exposure to media, entertainment, and IP legal work
• Direct mentorship from an experienced media and entertainment attorney
• Room to grow as the practice grows
• Remote work may be considered for the right candidate

Company Overview