Case Coordinator & Executive Assistant
Description
About the Role
Remote Scouts is hiring a Case Coordinator & Executive Assistant to support a busy US-based professional who works closely with attorneys, courts, and legal documentation. You will serve as the central point of coordination, ensuring cases remain organized, deadlines are tracked, documents are accurate, and outstanding requests are followed through to completion.
This role is ideal for someone who thrives in a detail-driven environment, takes ownership of their work, and is highly proactive in managing tasks without constant supervision. If you're the type of person who notices a missing document, an incorrect date, or an unanswered email and immediately takes action to resolve it, we'd love to hear from you.
Key Responsibilities
Manage a high-volume inbox and determine the appropriate action for each email.
Maintain and update weekly case trackers, ensuring all information is accurate and current.
Communicate with attorneys' offices to obtain missing documents, verify deadlines, and request updates.
Review court-related documents against established checklists and identify discrepancies or missing information.
Request corrections and follow up on documentation issues until they are resolved.
Organize and maintain files in cloud-based systems such as Box and Google Drive using consistent naming conventions.
Convert appointment confirmations into calendar entries, including meeting details and video conference links.
Track open requests and ensure timely follow-up without requiring reminders.
Handle confidential client and case information with professionalism and discretion.
Provide administrative and executive support for ongoing case management activities.
Requirements
Required Qualifications
3+ years of experience as an Executive Assistant, Case Coordinator, Legal Assistant, Practice Coordinator, or a similar administrative support role.
Experience supporting US-based clients, professionals, or organizations.
Excellent written and verbal English communication skills.
Strong ability to draft professional emails and communicate effectively with attorneys and other stakeholders.
Exceptional attention to detail when managing names, case numbers, deadlines, dates, and financial information.
Strong organizational and time-management skills with the ability to manage multiple priorities simultaneously.
Proven ability to work independently and consistently follow through on tasks until completion.
Proficiency with Gmail, Outlook, Google Workspace, Microsoft Office, Excel or Google Sheets, Box, Google Drive, and calendar management tools.
Experience handling sensitive or confidential information.
Strong problem-solving skills and a proactive, ownership-driven mindset.
Availability to work US Pacific business hours (night shift) from the Remote Scouts office.
Preferred Qualifications
Experience working with a US law firm, legal office, court-related services, medical practice, or psychology practice.
Familiarity with legal documents, court orders, case numbers, and case management processes.
HIPAA training or experience handling protected health information (PHI).
Experience with billing, claims processing, insurance verification, or compliance-related administrative tasks.
Exposure to case management, document management, or CRM platforms.
What You'll Need to Succeed
Outstanding attention to detail and accuracy.
Strong sense of accountability and ownership.
Excellent organizational and record-keeping abilities.
Ability to prioritize effectively in a fast-paced environment.
Strong written communication skills and professional judgment.
Persistence in following up on tasks and unresolved requests.
Ability to manage multiple deadlines without compromising quality.
Discretion when handling confidential information.
A proactive approach to identifying issues and implementing solutions.