Administrative Assistant- Legal Operations

This position is listed on behalf of a partner company, who manages all applications and next steps. Our partner is looking for an Administrative Assistant- Legal Operations based in United States.

This role supports a busy legal practice by keeping administrative workflows, case files, records, and billing activities organized and accurate.

You will help maintain structured legal operations across mediation, education law, and commercial litigation matters.

The position combines document management, calendar coordination, billing support, expense tracking, and day-to-day administrative tasks.

You will work with legal documents and confidential information while ensuring important deadlines, hearings, appointments, and case details are properly managed.

The ideal candidate is detail-oriented, proactive, tech-savvy, and comfortable learning legal workflows and new systems.

This is a fully remote opportunity suited to someone who enjoys creating structure, working independently, and improving operational efficiency.

You will play an important role in helping legal teams stay organized and focused on their core work.

Accountabilities:

• Monitor administrative workflows and ensure records, case information, and documentation remain accurate and up to date.
• Rename, categorize, organize, and maintain electronic files using consistent naming conventions and filing structures.
• Upload, organize, and maintain documents within CRM, case management, billing, and document management systems.
• Perform electronic filing of legal documents and support the ongoing organization of case files.
• Maintain attorney calendars, including deadlines, hearings, appointments, and other important dates.
• Support day-to-day legal operations and administrative processes across active matters.
• Track case-related expenses and assign costs accurately to the appropriate client matters.
• Prepare bills and client invoices and enter billing information into the relevant systems.
• Assist with website content updates and maintenance when required.
• Identify opportunities to improve organization, efficiency, and consistency across legal files and administrative workflows.
• Handle confidential documents and information with appropriate judgment and discretion.

Requirements:

• 2-3 years of experience in administrative support, document management, office operations, or a related field.
• Previous legal experience or familiarity with legal workflows is a strong advantage.
• Experience supporting billing, invoicing, expense tracking, or related administrative processes.
• Excellent written and verbal English communication skills, with Spanish also required for the role.
• Ability to learn and understand legal case workflows, documentation, and administrative procedures.
• Strong organizational, multitasking, time management, and prioritization skills.
• Exceptional attention to detail and a strong commitment to accuracy.
• Comfortable handling confidential information with sound judgment and professionalism.
• Proficiency with Smokeball, Outlook, billing software, CRM platforms, and document management systems.
• Strong technology skills and the ability to learn new software and systems quickly.
• Critical thinking, problem-solving, adaptability, and common-sense decision-making abilities.
• Self-motivated, accountable, and capable of working independently in a remote environment.
• Ability to manage competing priorities while maintaining consistent quality and accuracy.

Benefits:

• Monthly compensation of $1,040-$1,100 USD.
• 100% remote, home-based position.
• Full-time, long-term career opportunity.
• Paid Time Off.
• Bonuses.
• Parental leave.
• Professional development and training opportunities.
• Dedicated team support.
• Opportunity to work within a professional environment aligned with client values.
• Work schedule of 8:30 AM-5:30 PM PST/PDT.