Benefits:

401(k)

Company parties

Competitive salary

Dental insurance

Free food & snacks

Health insurance

Paid time off

Training & development

Vision insurance

Position Summary

The Executive Assistant for Elder Abuse plays a vital dual role in ensuring both the administrative and substantive support of elder abuse litigation cases. This position combines responsibilities from case management and medical records coordination, serving as a central point of contact for clients, providers, attorneys, and internal teams. The role requires strong organizational skills, excellent communication, and a compassionate approach to vulnerable clients.

Key Responsibilities

Client Communication & Onboarding

· Initiate client contact within 24 hours of case assignment and provide compassionate guidance through the intake process.

· Confirm and update contact information, identify heirs, and collect critical documentation (POA, death certificates, etc.).

· Explain litigation timelines, expectations, and next steps to clients clearly and empathetically.

· Coordinate and prepare opening documents including Attorney-Client Agreements, HIPAA/HITECH forms, and privilege notices.

Records Coordination & Compliance

· Review intake documentation and assess case file completeness.

· Request, collect, and organize all necessary medical and legal records (hospital, nursing home, law enforcement, etc.) within 24–48 hours of case intake.

· Ensure proper notice placement with government health programs (Medicare, Medicaid, IEHP, etc.).

· Confirm all documentation complies with HIPAA and confidentiality obligations.

· Obtain and organize law enforcement records, incident reports, photos, videos, and death certificates where applicable.

Case Oversight & Strategic Advancement

· Monitor and update the MR (Medical Records) Tracker; troubleshoot delays and ensure timely follow-ups.

· Work with attorneys and paralegals to ensure merit review materials are complete and submitted on time.

· Track litigation benchmarks including claim filings, service of complaint, discovery, and mediation prep.

· Organize witness statements, liability evidence, declarations, and other supporting materials.

· For serious injury cases, ensure documentation of policy limits and critical medical or insurance data.

Discovery & Litigation Support

· Assist in coordinating depositions, including scheduling and prepping clients.

· Track propounded and received discovery and ensure attorney follow-up on meet & confer requirements.

Settlement & Lien Support

· Support mediation prep by organizing accurate damages memos, lien summaries, and billing documents.

· Coordinate lien intake, CPLs, ICD codes, and final demand tracking.

· Communicate with lienholders and ensure accurate and timely resolution post-settlement.

Client Advocacy & Satisfaction

· Educate clients on expectations related to lost wages, credit impacts, and general case progress.

· Provide biweekly client check-ins and maintain a strong service standard throughout the litigation process.

· Proactively resolve client concerns, escalate issues as needed, and support collection of positive feedback.

Documentation & System Management

· Maintain up-to-date and accurate case entries in the firm’s case management system (e.g., Litify).

· Digitize and categorize all documents per firm protocols.

· Ensure timely scanning, naming, and uploading of all case documents for both physical and digital files.

· Keep master case list updated, removing inactive cases and maintaining document integrity. Qualifications & Skills

· Minimum 2 years of experience in a legal, healthcare, or case management setting (elder abuse/personal injury preferred).

· Excellent written and verbal communication skills.

· Strong organizational and multitasking abilities with meticulous attention to detail.

· Working knowledge of medical terminology, legal procedures, and HIPAA standards.

· Proficient in Microsoft Word, Excel, Outlook, and case management platforms (Litify preferred).

· Compassionate, professional demeanor and ability to work under pressure.

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Compensation & Benefits

· Competitive salary based on experience

· Medical, Dental, and Vision Insurance

· 401(k) plan

· Paid Time Off (PTO): 4 personal, 6 sick days

· Paid holidays

· Free parking

· Growth and training opportunities in a collaborative team environment

Flexible work from home options available.