Position Overview

The assigned staff member will provide legal secretarial, executive assistant, and administrative support, APC. This role is intended to serve as a reliable “right-hand” administrative support person responsible for keeping the client's email, calendar, files, firm scheduling, communications, and administrative workflows organized, current, and moving forward.

This position requires strong attention to detail, discretion, professionalism, confidentiality, and the ability to manage competing priorities in a legal and administrative environment. The staff member will support firm operations, client and internal communications, document organization, scheduling, CRM updates, billing support, and project coordination while working under Jean’s direction and within approved firm workflows.

Relevant experience: Independent California litigation deadline calculation and CCP (Code of Civil Procedure) familiarity.

Key Responsibilities:

Email Management, Triage & Routing

Monitor client’s incoming email and firm-related communications during assigned working hours. Triage messages by priority, identify time-sensitive items, and route or forward emails to the correct internal department, team member, or responsible person. Flag urgent items for client’s review and provide a daily summary of key updates, deadlines, action items, and messages requiring Jean’s attention. The staff member may acknowledge receipt or provide scheduling/logistical responses using approved templates, but shall not provide legal advice, legal analysis, or substantive legal interpretation.

Calendar, Scheduling & Deadline Coordination

Manage Jean’s calendar and assist with firm scheduling, including client meetings, internal meetings, court-related dates, filing deadlines, reminders, and follow-up events. Coordinate scheduling across team members, clients, opposing counsel, vendors, and other contacts as directed. Ensure calendar entries include complete and accurate information, including meeting links, attendees, locations, deadlines, attachments, and relevant notes. Proactively identify conflicts, missing information, or deadlines requiring follow-up.

File Saving, Document Organization & Matter Support

Save, organize, and maintain electronic documents, emails, attachments, correspondence, and other materials in the appropriate client matter file, administrative file, or internal system. Use firm naming conventions, folder structures, and document management protocols as instructed. Assist with retrieving documents, organizing matter materials, updating case or matter trackers,



and ensuring that important communications and documents are not left only in email inboxes.

Client & Internal Communication Support

Assist with professional, prompt, and client-centered communications on behalf of the firm using approved language, templates, and direction. Coordinate communications between Jean, clients, attorneys, legal support staff, billing, intake, marketing, operations, and other departments. Ensure messages are clear, courteous, timely, and directed to the correct person for action. The staff member must maintain discretion, confidentiality, and professionalism in all communications.

Administrative & Organizational Support

Provide day-to-day administrative support to keep the client and the firm organized. This includes preparing meeting agendas, taking notes, tracking follow-up items, maintaining task lists, organizing priorities, preparing simple reports or trackers, assisting with presentations or spreadsheets, and helping ensure that assigned tasks are completed on time. The staff member should proactively identify missing information, incomplete tasks, and items requiring follow-up.

CRM, Calendar, and Systems Management

Update and maintain firm systems as directed, including CRM, calendar, matter management, document management, task management, and other internal platforms. Ensure contact information, matter details, task assignments, calendar entries, and status notes are accurate and current. Troubleshoot basic system issues and promptly elevate technical or data integrity concerns to the appropriate internal contact.

Legal Secretary Support

Provide legal secretarial support as assigned, including proofreading, formatting, preparing correspondence, organizing documents, supporting filing and service workflows, assisting with client or matter updates, and maintaining accurate case or matter records. The staff member may assist with legal document preparation and formatting under attorney direction but shall not independently provide legal opinions, legal strategy, or legal advice.

Billing, Expense & Administrative Tracking Support

Assist with administrative tracking related to billing, expenses, client matters, and internal reporting as directed.



This may include helping prepare billing descriptions, organizing receipts or expense records, tracking outstanding administrative items, and coordinating with the billing or finance team. The staff member shall not make financial decisions or client account determinations unless expressly authorized.

Marketing & Project Coordination Support

Support marketing and firm projects at client’s direction, including coordinating with internal marketing personnel, tracking project status, following up on assigned deliverables, organizing materials, and helping ensure timely completion of non-legal administrative projects.

Confidentiality & Professional Standards

Maintain strict confidentiality regarding all client, firm, personnel, financial, and privileged information. Exercise discretion, sound judgment, professionalism, and accuracy in all work. The staff member must follow all firm policies, approved workflows, confidentiality obligations, and instructions from the client or the designated firm supervisor.

Exclusions/Limitations

The assigned staff member shall not provide legal advice, independently interpret legal issues, make legal strategy decisions, sign or file documents without authorization, communicate legal opinions to clients or third parties, or make binding commitments on behalf of the firm, unless expressly authorized in writing.

Software Knowledge

- Microsoft Office
- SharePoint
- NetDocuments / Net Docs
- Clio Manage
- Zoom
- Microsoft Teams
- FreeConferenceCall or similar conference call platform
- CRM or matter management systems
- Document management systems
- Task management and calendar management tools

Soft Skills Required

- Proactive and able to take initiative
- Strong attention to detail
- Highly organized and able to manage priorities
- Adaptable and comfortable switching tasks as priorities change
- Service-oriented with a “how can I help” mindset
- Strong written and verbal communication skills
- Able to ask thoughtful questions and seek clarification
- Able to synthesize information and move tasks forward
- Professional, discreet, and confidentiality-minded
- Reliable and able to work independently in a remote environment
- Client-focused and polished in communication
- Accent-neutral or clear spoken communication for client-facing interactions

Pregunta(s) de postulación:

- Are you familiar with the Independent California litigation deadline calculation and the Code of Civil Procedure (CCP)?

Experiencia:

- Clio Manage: 1 año (Obligatorio)

Idioma:

- Inglés avanzado (Obligatorio)

Lugar de trabajo: Empleo remoto

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