Personal Administrative Assistant to the Founder & CEO

We Believe Great Marketing Starts With Helping People.
Personal Injury Lawyers Marketing and Management Association
Providing POWERFUL and INNOVATIVE training and tools that help lawyers achieve their ideal practice. The brainchild of attorney Ken Hardison, PILMMA will help you scale your law firm for greater growth and success through membership-based opportunities.
About PILMMA
PILMMA helps personal injury law firms run their firms like real businesses.
Through mastermind programs, coaching, conferences, and educational resources, we help law firm owners grow profitable firms, build stronger teams, and become better leaders.
For more than 15 years, we've been one of the most trusted organizations serving the personal injury legal community.
Our team is small, collaborative, ambitious, and genuinely enjoys working together.
The Opportunity
PILMMA is seeking an exceptionally organized, discreet, proactive, and resourceful Part Time Personal Administrative Assistant to Founder and CEO Ken Hardison. This person will help Ken operate at his highest and best use by managing the details, commitments, communication, follow-through, and day-to-day priorities surrounding his work and business interests.
The successful candidate will anticipate needs, protect Ken's time, keep priorities moving, manage his calendar + travel, and is organized to ensure details do not fall through the cracks. The ideal candidate is comfortable wearing many hats, moving between business and personal priorities, and taking ownership of projects from beginning to end.
Primary Areas of Job Duties and Responsibilities:
Calendar and Time Management
Own and organize Ken's calendar.
Schedule meetings and appointments, confirm logistics, and prevent avoidable conflicts or overbooking.
Build appropriate preparation, travel, personal, and focus time into the calendar.
Daily Priority Management
Review the day and week with Ken and identify the most important commitments.
Prepare reminders, information, and materials needed for upcoming priorities.
Keep urgent and important matters visible until completed.
Anticipate scheduling conflicts, deadlines, and potential problems before they arise.
Email and Communication Support
Monitor and organize priority communications as authorized.
Flag matters requiring Ken's attention and help determine appropriate next steps.
Track important communications and ensure timely follow-up.
Meeting Preparation and Follow-Through
In collaboration with the team, work with the Creative department in preparing PowerPoints and materials.
Create agendas, documents, and talking points.
Ensure Ken has the information necessary to make decisions.
Technology and Technical Support
Serve as Ken's first point of coordination for routine, remote technology issues.
Troubleshoot or resolve basic issues involving computers, phones, email, calendars, Zoom, applications, passwords, and other business technology.
Coordinate with internal staff or outside IT professionals when an issue requires additional expertise.
Help ensure Ken's technology, devices, accounts, and applications are functioning properly and efficiently.
Assist with setup and preparation for virtual meetings, presentations, conferences, podcasts, and other technology-dependent activities.
Travel and Event Coordination
Coordinate travel for PILMMA conferences, mastermind meetings, speaking engagements, and selected personal travel.
Confirm schedules, addresses, transportation, registration information, and other logistical details.
Prepare travel itineraries and make sure Ken has everything needed before departure.
Speaking, Podcast, and Content Support
Organize presentation materials, biographies, headshots, deadlines, interview notes, and other assets needed for Ken's public-facing work.
Track deadlines and deliverables associated with speaking and content opportunities.
Coordinate with event organizers, podcast hosts, media contacts, and other outside parties as directed.
Document and Information Organization
Maintain an orderly digital filing system for agreements, notes, presentations, travel records, contact information, property information, business documents, and other executive materials.
Ensure important information can be located quickly when needed.
Maintain appropriate organization and confidentiality of sensitive materials.
Personal Administrative Support
Handle online personal purchases, calendar scheduling for personal appointments, digital travel reservations, and coordinating remote household services (e.g., scheduling repairs).
Assist with personal and family-related logistics as appropriate and authorized.
Exercise discretion and professionalism with all personal matters.
Confidentiality and Judgment
Protect sensitive business and personal information.
Exercise sound judgment regarding what requires Ken's attention and what can be handled independently.
Maintain strict confidentiality in all professional and personal matters.
Represent Ken and PILMMA with professionalism, discretion, warmth, and integrity.
What Success Looks Like
Ken begins each day knowing his priorities, commitments, required preparation, and next actions.
His calendar reflects PILMMA's most important goals rather than simply the loudest requests.
Meetings, trips, speaking engagements, and events are thoroughly prepared and run without preventable surprises.
Important emails, introductions, and action items receive timely follow-through.
Technology problems are resolved quickly or escalated to the appropriate resource without unnecessarily disrupting Ken.
Ken gains meaningful time each week for vision, member relationships, content, strategic growth, and other high-value activities.
Ken trusts that when he delegates something, it will be handled and followed through to completion.
Qualifications
Experience: Three or more years of experience supporting a founder, CEO, senior executive, entrepreneur, or similarly demanding principal preferred.
Core Competencies: Outstanding organization, calendar management, written communication, and follow-through.
Discretion: Demonstrated discretion with confidential business and personal information.
Proactivity: Ability to anticipate needs, make sensible decisions, and move work forward without constant direction.
Adaptability: Comfort working in a fast-moving entrepreneurial environment where priorities may change quickly.
Technical Skills: Strong working knowledge of Microsoft 365 or Google Workspace, Zoom, project-management tools, and modern AI productivity tools.
Troubleshooting: Comfortable troubleshooting common technology problems and coordinating with IT professionals when needed.
Execution: Excellent proofreading, research, note-taking, and document-preparation skills.
Interpersonal: Professional, warm, and confident communication with all contacts.
Detail-Oriented: Strong attention to detail and ability to manage multiple administrative projects simultaneously.
Maturity: Ability to handle both business and personal responsibilities with maturity and discretion.
Growth Mindset: Willingness to learn new systems, technology, and processes.
Availability: Willingness to work occasional early mornings, evenings, or travel days when a remote event or urgent matter requires it.
Legal Work Requirements:
Applicants must be authorized to work in the United States.
We are not able to provide visa sponsorship for this position, now or in the future.
Location: Must be able to work in the Eastern Time Zone hours.
Job Type: Part Time
Compensation Range: Part time hourly pay commensurate with experience. PILMMA also offers accrued PTO to part-time employees after the initial 90-days of employment.

Work arrangement
Yes