Executive Administrator

Overview

• Reports To: CEO
• Time: 30 hrs/week
• Compensation: $35 / hr + Full Benefits
• Job Type: Hybrid: 2 Days In-Office + approx. 3 Days Remote/WFH
• Workplace: WeWork (Quarry Oaks, near the Domain)
• Ideal Candidate Profile: Smart generalist who’s competent with Excel and can write clearly

About Uptime Legal

Uptime Legal is a ~ 40-person legal technology company building solutions that help law firms run better. We provide Managed IT, Cloud and AI solutions exclusively for law firms. Our flagship product, LexWorkplace, is a cloud-based document and email management system purpose-built for the legal industry. We are a lean, fast-moving team with high standards and a strong culture of ownership.

About the Role

This is a high-trust, multi-function role that supports the CEO, and potentially over time, other members of the Executive team. This role will support the CEO across three distinct pillars: Executive Coordination, Finance + Excel, and Product Content/Community. The role exists to free up leadership bandwidth and ensure that nothing important falls through the cracks.

The right person is highly organized (“Type A”), detail-oriented, competent in Excel and a clear writer. AI tools are encouraged as part of the job’s workflow.

Schedule + Workplace

This job will begin as a 30h / week role, performing duties as described below. We anticipate that this role will grow to 40h / week over time, as the person learns our processes, tools, and as our needs evolve. The exact schedule (workdays, hours) will be determined when onboarding the person for this role.

This job is a Hybrid role:

• The EA must live and work in Austin, TX
• The EA may work from home 3 days / week, provided all responsibilities are being met
• The EA will work from our Austin coworking location 2 days / week (or more if they prefer). We provide a WeWork “All Access” membership, where employees can make use of the workspaces and amenities (no assigned desk).

The Three Pillars of This Role

Pillar 1 | Executive Coordination

The connective tissue of the CEO’s day-to-day — keeping communication moving, schedules clean, and nothing left unresolved. This pillar embodies your typical ‘Executive Assistant’ responsibilities.

• Coordinate scheduling requests and “find a time” communications on behalf of the CEO
• Manage meeting reschedules and calendar adjustments
• Email triage and drafting — monitor, flag, and draft responses in the CEO’s voice
• Prepare a weekly sprint and calendar preview for the CEO
• Coordinate and book travel as needed
• Post and manage job listings on behalf of the CEO
• Occasional personal tasks — booking appointments, running down vendors, light personal admin
• Document and information fetching — locating and surfacing files, data, or context on request
• Preparation of Quarterly Performance Review documents for CEO
• Preparation of PowerPoint decks as needed for CEO (example: our quarterly all-company meeting)
• Occasional business errands (eg: shipping an item)
• Maintain a follow-up list — tracking open commitments across teams and external contacts
• One-off tasks as they arise; this role requires flexibility and a whatever-it-takes mindset

Pillar 2 | Finance + Excel

Repeatable, structured spreadsheet and reporting work. You won’t be asked to perform advanced financial modeling, develop complex formulas or pivot tables; you’ll be asked to follow clearly documented systems/process. No accounting or modeling, but accurate, consistent and on time.

• Maintain + update various performance spreadsheets, including Sales and Marketing-related trackers.
• Contribute to and help assemble portions of the monthly CEO/Finance Report and Consolidated Balance Sheet
• Prepare a CEO Weekly Digest / Enterprise Review — aggregating key business snapshots and weekly highlights
• Collect, package and provide documents to banks and other stakeholders monthly
• Process quarterly estimated tax payments with direction from the CEO
• Maintain and action on various schedules (including R&D schedule, CEO salary schedule, etc.)
• Complete and submit Loan Covenant Reports monthly
• Obtain + populate daily reports/trackers, such as daily Cash Position.

Pillar 3 | Content + Community (LexWorkplace)

LexWorkplace is one of our core products. This pillar involves writing that is instructional and product-adjacent (not marketing copy).

• Write simple Release Notes for new LexWorkplace features/updates
• Write simple how-to (KB) articles and help documentation for LexWorkplace users
• Monitor and respond to public customer feedback (Canny.io) and LexWorkplace user community
• Provide monthly product management support, including regular product/customer emails

The EA will be provided with a liberal amount of guidance and direction on what and how to write for release notes, KB articles and client-facing emails/newsletters.

What We’re Looking For

The ideal candidate is a “smart generalist,” someone competent with Excel, Word and Outlook, someone who can write cleanly, and someone who is highly organized.

Required Qualities

• Comfortable and competent in Excel — structured data, repeatable formatting, basic formulas; no advanced modeling required
• A clear, confident writer who works well with AI tools; can produce instructional content that is accurate and readable
• Highly organized with strong attention to detail — nothing slips though the cracks
• Proactive and self-directed — able to identify what needs to happen next without being told (over time)
• Discreet and trustworthy — this role carries access to sensitive business and financial information
• Comfortable with variety — no two weeks look exactly alike, and that’s a feature, not a bug

Our Tech Stack (Bonus if Familiar, but Not Required)

• Microsoft 365 (email, productivity)
• Asana (work/project management)
• Airtable
• QuickBooks

EOS (Traction)

We leverage EOS (from the book Traction) as our Business Operating System. Familiarity with this system is a bonus, but not required (the person hired for this role will be taught EOS as needed).

In EOS parlance, the 5 “Key Accountabilities” (bullets) for this role are:

• Business Reporting
• Coordination, Scheduling & Email Management
• Finance & Excel Assistant
• Content/Community Assistant (LexWorkplace)
• CEO Bandwidth Protection

Additional Role Details

• Hours: 30 hrs / week guaranteed minimum, with expectation to grow.
• Location: Quarry Oaks WeWork (near Domain)
• Benefits: Health Insurance, HSA Account, PTO, Vacation Time, 401(K)
• This will be the first time Uptime Legal, its CEO or its broader Executive team have had a filled Executive Administrator (or similar Executive Assistant) role. This role is expected to grow, in terms of hours and scope, as the CEO and broader team build trust, establish and refine workflows, and as the EA becomes more self-sufficient.