state Law Solutions is seeking an experienced Executive Assistant to become the trusted right hand to our founder.
This is not an entry-level administrative position, receptionist role, household-assistant position, or traditional legal-secretary position. We need a highly organized, steady, detail-oriented professional who can bring structure to a fast-moving entrepreneur’s business and personal responsibilities.
The right person will hear ideas, capture details, organize priorities, create a plan, delegate work to the appropriate person, and follow through until the loop is closed.
ABOUT ESTATE LAW SOLUTIONS
Estate Law Solutions is a growing Baton Rouge law firm that helps Louisiana families protect what they have built and create peace for the people they love.
We are not building a traditional law firm. We combine excellent legal services with strong business systems, meaningful client relationships, community education, events, marketing, and an exceptional client experience.
Our founder is a visionary, relationship-driven entrepreneur who generates ideas quickly, sees opportunities, and works best with a calm, systematic partner who can organize moving pieces and turn vision into execution.
THE POSITION
The Executive Assistant will serve as the founder’s personal and professional control center.
This person will manage the founder’s inbox, calendar, priorities, financial administration, follow-up, research, projects, vendors, and open commitments. The Executive Assistant will also coordinate work across team members, interns, contractors, the Home Manager, and outside vendors.
This position requires someone who can move comfortably between business and personal responsibilities while maintaining excellent judgment, discretion, confidentiality, and attention to detail.
The Executive Assistant does not need to perform every task personally. The Executive Assistant must make sure each task is assigned to the proper person, completed correctly, documented, and followed through to conclusion.
PRIMARY RESPONSIBILITIES
EXECUTIVE AND BUSINESS SUPPORT
- Manage and organize the founder’s email inbox
- Identify messages requiring the founder’s attention
- Draft routine responses for review or send approved communications
- Manage the founder’s business and personal calendars
- Schedule meetings, lunches, calls, events, appointments, and travel
- Protect time for high-value work, professional relationships, speaking engagements, family, and personal priorities
- Convert ideas and conversations into organized projects, assignments, and deadlines
- Maintain a master list of open commitments and follow-up items
- Prepare concise daily and weekly priority summaries
- Track decisions, deadlines, and promised follow-up
- Research vendors, services, travel, technology, events, and business opportunities
- Make telephone calls and pursue unresolved matters until completion
- Prepare meeting agendas and document action items
- Anticipate upcoming needs and prevent avoidable problems
- Bring the founder only the decisions requiring her involvement
PROJECT AND TEAM COORDINATION
- Coordinate assignments among employees, interns, contractors, and vendors
- Clarify desired outcomes and confirm responsibilities
- Monitor progress without requiring the founder to chase updates
- Help move repetitive work to interns or appropriate team members
- Coordinate with marketing, client relations, legal production, and administrative support
- Create simple project dashboards and progress reports
- Help document processes and establish recurring systems
- Confirm that completed work meets the expected standard
- Identify bottlenecks and recommend practical solutions
- Follow through with software companies and service providers when systems are not working properly
BUSINESS FINANCIAL ADMINISTRATION
- Process payroll through Gusto according to approved hours and established procedures
- Maintain payroll records and confirm that required information has been submitted
- Coordinate with employees concerning missing timesheets or payroll information
- Track business bills, invoices, subscriptions, and recurring expenses
- Prepare approved bills for payment and confirm that payments have been completed
- Place and track business orders
- Maintain records of purchases, invoices, receipts, and order confirmations
- Monitor the business budget and track actual spending against approved amounts
- Review recurring financial and operational reports for completeness
- Identify unusual expenses, missing information, or budget variances for the founder’s review
- Coordinate with the bookkeeper, accountant, payroll provider, and other financial professionals
- Maintain organized financial records without making legal, tax, or investment decisions
- Prepare concise financial summaries so the founder can understand what requires attention
FIRM OPERATIONS AND INTAKE OVERSIGHT
- Help organize and monitor the firm’s potential-client intake pipeline
- Coordinate follow-up on open potential-client matters
- Track whether inquiries have reached the proper stage
- Help resolve duplicate or incomplete records
- Coordinate with Lawmatics, RingCentral, LEX Reception, and other service providers
- Confirm that approved automations and workflows function properly
- Maintain accurate administrative records
- Protect confidential client information
- Escalate legal questions and legal decisions to an attorney
- Never provide legal advice
PERSONAL ADMINISTRATION
- Maintain the founder’s personal bill-payment calendar
- Track recurring personal bills, subscriptions, renewals, and financial deadlines
- Prepare approved personal bills for payment and confirm completion
- Place and track personal orders
- Maintain organized records of significant personal purchases, receipts, warranties, and returns
- Help maintain the household budget
- Track personal spending against established budget categories
- Prepare clear summaries of personal financial information requiring the founder’s attention
- Coordinate with accountants, financial advisors, insurance professionals, and other approved professionals
- Organize documents needed for tax preparation, insurance, major purchases, and financial meetings
- Maintain confidentiality concerning personal, family, and financial information
- Assist with personal appointments, travel, family-calendar commitments, and event coordination
HOME MANAGER AND VENDOR COORDINATION
The founder has retained Simply Living to serve as the Home Manager and provide hands-on household support.
The Executive Assistant will not be responsible for grocery shopping, putting groceries away, organizing cabinets, meal preparation, cleaning, pressure washing, or performing physical household-maintenance tasks.
The Executive Assistant will:
- Coordinate schedules and priorities with Simply Living
- Communicate approved household needs and upcoming events
- Make sure Simply Living has the information, budget, access, and decisions needed to perform its work
- Coordinate household vendors and service appointments
- Track recurring maintenance and confirm completion
- Help coordinate events held at the founder’s home
- Work with Simply Living on menus, timelines, vendors, guest logistics, and event requirements
- Maintain a master list of household projects without personally performing the physical work
- Confirm that approved household projects and vendor matters are completed
WHO WILL SUCCEED IN THIS POSITION
The right person:
- Is calm, steady, patient, and highly organized
- Notices details other people miss
- Creates order from scattered information
- Enjoys completing and closing open loops
- Thinks carefully before acting
- Follows established procedures consistently
- Documents decisions and completed work
- Values accuracy over rushing
- Communicates clearly and professionally
- Listens closely and remembers important details
- Can support a fast-moving, highly creative founder without becoming scattered
- Is comfortable asking focused questions when clarification is genuinely necessary
- Does not require step-by-step instructions for every assignment
- Researches possible solutions before presenting a problem
- Follows up when another person does not respond
- Maintains confidentiality without exception
- Takes pride in being dependable
- Is comfortable working behind the scenes while helping a leader and organization succeed
- Understands that reliability and follow-through are essential forms of professional care
THIS POSITION IS NOT A FIT FOR SOMEONE WHO:
- Prefers receiving isolated tasks without understanding the larger objective
- Requires constant reminders
- Moves quickly but frequently misses details
- Regularly begins projects without completing them
- Relies on memory instead of documenting work
- Becomes bored with calendars, budgets, systems, checklists, and follow-up
- Avoids making telephone calls
- Waits passively when a matter can be researched or advanced
- Needs the position to revolve around personal authority or recognition
- Is uncomfortable supporting both business and personal administration
- Is seeking a legal position or the opportunity to provide legal advice
- Expects to perform only high-level strategy without entering the details necessary to understand and organize the work
REQUIRED QUALIFICATIONS
- At least five years of experience supporting an executive, founder, entrepreneur, business owner, or senior leader
- Demonstrated responsibility for calendar, inbox, project, and follow-up management
- Experience handling bills, invoices, budgets, payroll information, or comparable financial administration
- Excellent written and verbal communication
- Exceptional attention to detail
- Strong organization and documentation habits
- Sound judgment and mature discretion
- Confidence researching unfamiliar subjects
- Ability to manage several projects and deadlines simultaneously
- Proficiency with Microsoft 365 or comparable business software
- Strong spreadsheet skills
- Comfort learning payroll, CRM, project-management, and cloud-based systems
- Ability to work independently after understanding the desired outcome
- Ability to work regularly in the Baton Rouge office
- Willingness to assist with both professional and personal administration
PREFERRED QUALIFICATIONS
- Experience supporting a visionary or fast-moving entrepreneur
- Experience in business operations or project coordination
- Experience processing payroll through Gusto or a comparable payroll platform
- Experience maintaining personal or business budgets
- Experience coordinating with bookkeepers, accountants, financial advisors, or payroll providers
- Experience managing vendors and outside service providers
- Experience working with confidential financial, personal, or client information
- Experience using a CRM or client-management platform
- Experience delegating to or coordinating junior team members
- Experience improving workflows or creating repeatable systems
- Experience in a professional-services business
Law-firm experience is helpful but not required. Strong business judgment, ownership, organization, discretion, and follow-through are more important.
WORK ENVIRONMENT
This is a Baton Rouge position requiring meaningful in-person availability. Some work may be completed remotely after trust, systems, and a successful working rhythm have been established.
The Executive Assistant will work closely with the founder and coordinate with employees, interns, contractors, the Home Manager, and business and personal vendors.
CONFIDENTIALITY AND FINANCIAL ACCESS
This position will gradually receive access to confidential business, client, financial, and personal information. Access will be provided in stages based on job responsibilities and demonstrated trust.
The successful candidate must be comfortable with:
- Confidentiality agreements
- Professional background and reference checks
- Individual system credentials
- Controlled financial access
- Dual-approval procedures
- Spending limits
- Documentation requirements
- Information-security procedures
- Regular review of permissions and access
The Executive Assistant will help administer approved financial decisions but will not independently make legal, tax, investment, or major financial decisions for the founder or Estate Law Solutions.
OUR HIRING PROCESS
Selected applicants will advance through several stages:
- Résumé and written application review
- Short recorded video introduction
- Professional work-style or personality assessment
- Paid practical exercise
- Structured interview
- Professional reference and background checks
Completion of every stage does not guarantee advancement. Each stage is designed to evaluate judgment, organization, communication, discretion, follow-through, and compatibility with the role.
HOW TO APPLY
Please submit your résumé and answer the application questions thoughtfully.
We are interested in specific examples demonstrating how you have:
- Brought order to a leader’s work or life
- Protected an executive’s time
- Managed confidential financial or personal information
- Coordinated people who did not report directly to you
- Exercised discretion
- Followed complicated matters through to completion
Generic statements describing yourself as hardworking, organized, or detail-oriented will not distinguish your application. Share your favorite flavor of ice cream. Show us what you have owned, how you approached it, and what changed because you were there.
Pay: $65,000.00 - $80,000.00 per year
Benefits:
- Flexible schedule
- Health insurance
Application Question(s):
- A founder gives you six pages containing business projects, personal responsibilities, unfinished tasks, ideas, and future plans. Briefly explain what you would do with that information after the meeting.
- Describe your experience managing confidential financial administration, including bills, budgets, payroll, invoices, or coordination with accountants and bookkeepers.
Experience:
- executive assistant: 5 years (Required)
Shift availability:
Ability to Commute:
- Baton Rouge, LA 70810 (Required)
Work Location: Hybrid remote in Baton Rouge, LA 70810
