Executive Medical-Legal Assistant
About the Company
Empirical Planners, LLC is a nationally recognized life care planning and vocational rehabilitation practice serving clients across the United States for over 30 years. Our work blends medicine, law, economics, and disability case management to support defense-oriented litigation teams with high-quality analysis, expert reports, and consultation. We are a tightly coordinated, high-standards practice with a strong training culture and opportunities for long-term growth.
Position Overview
We are seeking a motivated, detail-oriented Executive Medical-Legal Assistant with a background in paralegal studies or business management to support our expert team. This is an excellent position for a recent college graduate who wants to grow into a senior operational, legal, or managerial role within a medical-legal consulting environment.
This role supports all aspects of practice operations, including client intake, workflow management, staff scheduling, file organization, data tracking, and communication with attorneys and medical experts. The ideal candidate thrives in a fast-paced, highly structured environment and enjoys keeping complex projects organized.
Key Responsibilities
Client & Case Management
Conduct and document client and attorney intakes with professionalism and clarity
Maintain and update case management systems, trackers, and workflows
Manage secure file storage, naming conventions, and document organization
Track deadlines, deposition schedules, and attorney requests
Scheduling & Coordination
Coordinate calendars for physicians, vocational experts, analysts, and administrative staff
Arrange remote evaluations, interviews, and team meetings
Facilitate occasional on-site support in White Plains, NY (less than 2× per month)
Practice Operations
Oversee workflow movement from intake → records management → expert review → report production
Collaborate with legal counsel to ensure compliance with protocols and quality standards
Assist with drafting engagement letters and preparing documents for client review
Support onboarding and task assignment for interns and support staff
Administrative & Executive Support
Prepare summaries, correspondence, and high-level communications
Monitor multiple inboxes and respond on behalf of senior staff as appropriate
Maintain updated templates, SOPs, and operational reference materials
Assist with project management for company initiatives and long-term planning
Qualifications
Required
Bachelor’s degree in Paralegal Studies, Business Management, Legal Studies, Health Administration, or a related field
Exceptional organizational skills and attention to detail
Strong written and verbal communication
Ability to handle confidential medical-legal information with discretion
Proficiency with Microsoft Office (Word, Excel, Outlook), PDF tools, and cloud-based systems
Ability to work independently in a remote setting
Preferred
Experience in legal, medical, insurance, or consulting environments
Exposure to case management or workflow systems
Interest in long-term professional growth within a medical-legal consulting practice
Benefits
Remote-first position with minimal required travel
Paid Vacation & PTO
Healthcare reimbursement for employees age 26+
401(k) eligibility after 1 year of employment
Significant training and mentorship opportunities
Pathways for advancement to Operations Manager, Senior Analyst, or Executive Coordinator roles
Ideal Candidate
This position is perfect for someone who is:
Highly organized, reliable, and self-directed
Interested in medical-legal consulting and expert-witness practice
Seeking a long-term role with increasing responsibility
Comfortable interacting with attorneys, physicians, and multidisciplinary teams
Looking for a stable, established company with strong values and a track record of excellenc