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 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.

This is more than a scheduling position. The successful candidate will become a trusted right hand who anticipates needs, protects Ken’s time, keeps priorities moving, solves problems, and makes certain that important promises, decisions, and details do not fall through the cracks.

The role will support Ken not only in his leadership of PILMMA, but also in real estate activities and other business interests. The ideal candidate is comfortable wearing many hats, moving between business and personal priorities, coordinating with professionals and vendors, 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.
• Help ensure Ken’s time is aligned with his highest-priority commitments and business objectives.

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.
• Draft routine responses in Ken’s voice when appropriate.
• Track important communications and ensure timely follow-up.
• Help manage correspondence with members, business associates, vendors, professionals, and other key relationships.

Meeting Preparation and Follow-Through

• Prepare PowerPoints, agendas, briefing notes, documents, background information, and talking points.
• Ensure Ken has the information necessary to make decisions.
• Capture decisions and action items when appropriate.
• Track commitments and follow up with responsible parties until matters are completed.

Real Estate and Other Business Interests

• Assist Ken with administrative and organizational matters related to his real estate investments and other business interests.
• Coordinate with real estate agents, property managers, contractors, attorneys, accountants, lenders, brokers, and other professionals as directed.
• Organize property-related documents, correspondence, deadlines, appointments, and records.
• Research properties, vendors, services, market information, or other business opportunities as requested.
• Help coordinate inspections, repairs, maintenance, projects, closings, meetings, and other real estate-related activities.
• Maintain organized files and status updates so Ken can quickly understand the current status of important projects.
• Assist with special projects and other entrepreneurial business interests as they arise.

Technology and Technical Support

• Serve as Ken’s first point of coordination for routine technology issues.
• Troubleshoot or resolve basic issues involving computers, phones, email, calendars, Zoom, printers, 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.
• Research and recommend practical technology or AI tools that could improve productivity when requested.
• 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.
• Help prepare Ken for speaking engagements, podcasts, interviews, and other appearances.
• Track deadlines and deliverables associated with speaking and content opportunities.
• Coordinate with event organizers, podcast hosts, media contacts, and other outside parties as directed.

Member Communications and Mailings

• Assist with mailing and distribution of information and materials to PILMMA members.
• Prepare, organize, package, address, and coordinate the mailing of member communications, promotional materials, educational information, event materials, gifts, and other items as directed.
• Maintain accurate mailing lists and coordinate with vendors or mailing services when appropriate.
• Help ensure member materials are sent accurately, professionally, and on schedule.
• Track recurring member mailings and identify opportunities to simplify or automate the process.

Relationship Management

• Maintain accurate contact information and helpful notes for members, speakers, partners, vendors, professionals, and other key relationships.
• Prompt appropriate thank-you notes, calls, gifts, introductions, and follow-ups.
• Help Ken stay informed about important personal and professional relationships.
• Coordinate communications and logistics with important contacts on Ken’s behalf when authorized.

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 appropriate personal appointments, reservations, purchases, errands, and household coordination when these tasks affect Ken’s schedule or ability to perform his role.
• Assist with personal and family-related logistics as appropriate and authorized.
• Exercise discretion and professionalism with all personal matters.

Special Projects

• Research options, gather information, coordinate vendors, assemble documents, and manage defined projects from request through completion.
• Take ownership of projects and provide regular status updates.
• Identify problems, develop practical solutions, and bring recommendations to Ken when appropriate.
• Be willing to take on new responsibilities as Ken’s business and priorities evolve.

Confidentiality and Judgment

• Protect sensitive business, financial, member, employee, real estate, 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, promises, introductions, and action items receive timely follow-through.
• Real estate and other business projects remain organized, documented, and moving forward.
• Technology problems are resolved quickly or escalated to the appropriate resource without unnecessarily disrupting Ken.
• Member mailings and communications are completed accurately and on schedule.
• PILMMA team members know how and when to access Ken and receive clear responses on matters requiring his decision.
• 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

• Three or more years of experience supporting a founder, CEO, senior executive, entrepreneur, or similarly demanding principal preferred.
• Outstanding organization, calendar management, written communication, and follow-through.
• Demonstrated discretion with confidential business and personal information.
• Ability to anticipate needs, make sensible decisions, and move work forward without constant direction.
• Comfort working in a fast-moving entrepreneurial environment where priorities may change quickly.
• Strong working knowledge of Microsoft 365 or Google Workspace, Zoom, project-management tools, and modern AI productivity tools.
• Comfortable troubleshooting common technology problems and coordinating with IT professionals when needed.
• Excellent proofreading, research, note-taking, and document-preparation skills.
• Professional, warm, and confident communication with law firm owners, speakers, partners, vendors, contractors, real estate professionals, and team members.
• Strong attention to detail and ability to manage multiple projects simultaneously.
• Ability to handle both business and personal responsibilities with maturity and discretion.
• Willingness to learn new systems, technology, and processes.
• Willingness to work occasional early mornings, evenings, or travel days when an 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: Remote working East Coast 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. 

 

How to Apply

Please submit a resume and a short note explaining why you would be an excellent personal assistant to an entrepreneurial founder. Include one example of how you anticipated an executive’s need, solved a problem, or prevented an important detail from being missed.

Subject line:

Personal Assistant to Ken Hardison

EEOC Statement: PILMMA is an Equal Employment Opportunity employer. All qualified applicants will be considered for employment without attention to race, color, religion, sex, sexual orientation, gender identity, national origin, veteran or disability status.