Executive Assistant Job at Pines Federal in Houston

Executive Assistant to Managing Attorney

Pines Federal – Houston, TX (In-Person)

Compensation: $45,000–$57,500 + performance bonuses

Company Description

Pines Federal is a boutique federal employment law firm representing federal employees nationwide in:

• EEO discrimination
• MSPB litigation
• OPM Disability Retirement (FDR)
• VA civilian matters
• Social Security Disability
• Disciplinary actions
• Grievances and arbitration

With 20+ years of legal and consulting experience, we’re known for our client-centered approach, strategic litigation, and calm, supportive presence for our clients — many of whom come to us during the most stressful moments of their careers.

We’re also a genuinely good place to work:

supportive culture, excellent communication, zero drama, and a sense of humor that keeps us sane.

We are growing — and our Managing Attorney needs a true Executive Assistant who can support him at a high level, create structure, protect his time, keep priorities moving, and help the entire firm function smoothly.

Role Overview

This is an Executive Assistant role for a visionary, fast-moving Managing Attorney who thrives on big‑picture ideas and needs a partner who loves details, structure, systems, and follow‑through.

This role is ideal for someone who:

• Creates order out of chaos
• Sees what needs to be done before it’s said
• Loves organization, checklists, and accuracy
• Keeps a busy executive focused and protected
• Communicates clearly and kindly
• Manages tasks, follow‑up, and communication flawlessly
• Can handle light marketing support and client communication
• Wants to grow with a mission‑driven law firm

This is an in‑office role in Houston, Monday–Friday.

Key Responsibilities

Executive Support (Primary)

• Manage and protect the Managing Attorney’s calendar
• Gatekeep and prioritize meetings
• Organize and triage emails
• Draft correspondence and follow‑up messages
• Maintain task lists and ensure follow‑through
• Prepare materials for meetings and case review days
• Coordinate travel as needed
• Track recurring commitments and keep priorities visible
• Run weekly EA–Attorney alignment meetings (“What’s next? What matters most?”)

Client Communication & Coordination

• Serve as a professional, warm liaison between clients and the Managing Attorney
• Schedule client calls, consultations, and follow‑ups
• Prepare clients for their meetings
• Maintain CRM accuracy (Clio Grow / Clio Manage)
• Support client onboarding tasks and communication touchpoints

Light Marketing & Firm Support

• Assist with LinkedIn posts, newsletters, and touches to keep the firm visible
• Help maintain online reviews and reputation
• Coordinate simple marketing tasks and project timelines
• Update firm wins and announcements to website/social

Administrative & Operational Support

• Help maintain documents and digital filing systems
• Assist with basic financial admin (expenses, reimbursements, tracking)
• Support attorney task management and project deadlines
• Ensure the office environment runs smoothly

Qualifications

Required

• 2+ years in an Executive Assistant, Administrative Assistant, or Operations role
• Exceptional organization & follow‑through
• Strong communication skills (written + verbal)
• Tech‑savvy (Google Workspace, Microsoft Office, Mac OS, etc.)
• Highly detail‑oriented
• Emotionally steady, warm, and professional
• Comfortable working with a fast‑moving, big‑picture leader
• Able to anticipate needs and think ahead

Preferred / Bonus

• Legal Executive Assistant or Legal Secretary experience a plus
• Experience in a law firm or professional services setting
• Experience with CRM systems (Clio, Lawmatics, MyCase)
• Experience supporting executives with visionary/entrepreneurial energy
• Comfort with simple marketing tasks (LinkedIn, emails, newsletters)

Personality Fit (This Matters Here)

We’re looking for someone who:

• Loves structure
• Loves details (because the Managing Attorney does NOT)
• Thrives in a calm, organized workflow
• Enjoys helping a visionary stay focused and effective
• Anticipates problems early
• Communicates kindly but clearly
• Brings stability, order, and follow‑through
• Enjoys a mix of admin, coordination, communication, and light marketing
• Takes pride in being the “force multiplier” behind the attorney

If you enjoy being the organized, steady partner who makes everything run, you’ll thrive here.

Compensation

• Base Salary: $45,000–$57,500
• Performance bonuses tied to follow‑through, calendar quality, accuracy, and executive support
• PTO + firm benefits
• Long‑term stability and growth opportunities

How to Apply

Please submit:

• Your résumé
• A brief note about why you believe you’re an excellent fit for this Executive Assistant role and our mission‑driven firm

We look forward to meeting you.