Administrative Professional

Job Title: Executive Legal Assistant

About the Role:

We are seeking a highly skilled and experienced Legal Assistant to provide exceptional administrative support to our Principal. This role involves managing complex calendars, preparing and formatting legal documents, monitoring deadlines, and facilitating timely client communication.

Main Responsibilities:

• Track and proactively inform the Principal of upcoming deliverables, deadlines, and key appointments.
• Proactively monitor the Principal's urgent and routine folders, taking appropriate action in a timely manner.
• Manage complex scheduling for the Principal across multiple time zones and priorities, in coordination with the Executive Assistant.
• Maintain and manage the firm-wide calendar, serving as the primary point of responsibility for tracking internal meetings, court dates, filing deadlines, and key events to ensure all critical obligations are met without oversight.
• Transcribe and summarize electronic dictation.
• Maintain a working knowledge of case summaries and progress in conjunction with status reports and case trackers.
• Take meeting notes and ensure effective follow-up with clients or other parties.
• Prioritize and uphold high-level client experience, exceeding client expectations.
• Ensure timely, client-focused email and correspondence management on behalf of the Principal, with a strong emphasis on responsiveness and discretion.
• Develop and maintain relationships with the internal team and top clients.
• Ensure all documents comply with court rules, formatting requirements, and filing deadlines.
• Create high-quality documents in Word and PowerPoint ready for presentation.
• Draft and format legal documents such as contracts, pleadings, motions, and correspondence.
• Organize and maintain filing systems.
• May prepare tasks, billing descriptions, and manage client billing using law firm systems (e.g., Clio); track billable time and reconcile expenses as needed.
• Manage expenses related to legal cases and other matters as requested.
• Handle all firm and client information with the highest level of confidentiality, discretion, and professionalism.
• Actively contribute to a positive, client-centered culture and a high-performing virtual team.
• Other duties or projects as requested.

Requirements:

• 3+ years' experience as Legal Secretary, Legal Assistant, or Paralegal.
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint) with advanced document formatting and file organization experience.
• Familiarity with legal billing and timekeeping software (Clio preferred), including invoice preparation, report generation, and tracking billable hours.
• Experience using legal document management systems for organizing and retrieving case files.
• Strong knowledge of legal terminology, court filing procedures (state and federal), and case documentation workflows.
• Proficiency in preparing, formatting, and proofreading legal documents, correspondence, pleadings, motions, and contracts with a high level of accuracy.
• Skilled in transcribing dictation and preparing legal documents from recorded material.
• Familiarity with electronic court filing systems (state and federal) and compliance with jurisdictional requirements.
• Ability to manage sensitive and confidential information with discretion, integrity, and professionalism.
• Proficiency in legal research using tools such as Westlaw, LexisNexis, or other online databases, with the ability to summarize findings concisely.
• Fully fluent in English; ability to work U.S. business hours (Pacific, Central, or Eastern Time).
• Commitment to serious, career-oriented work in this role.

Preferred Qualifications:

• Bachelor's degree preferred, ideally in Legal Studies, Business Administration, or a related field.
• Experience with the California State Bar is strongly desired.
• Civil litigation experience in state or federal courts is strongly desired.

What We Offer:

• A fast-paced, collaborative environment.
• A warm and friendly company culture.
• Full benefits.

Benefits at Our Firm:

• Health insurance.
• Unlimited paid time off (sick and vacation).
• Annual bonuses based on performance.
• Monthly tech allowance.
• Opportunity to be paid in your currency of choice.