[Hiring] Administrative Assistant - Legal Operations @Job Duck

Role Description

Join Job Duck as an Administrative Assistant – Legal Operations supporting a busy mediation, education law, and commercial litigation practice. In this role, you will play a key part in keeping legal operations organized by:

• Managing case files
• Maintaining accurate records
• Supporting billing processes
• Ensuring important deadlines are tracked effectively

The ideal candidate is highly organized, comfortable learning legal workflows, and naturally uses sound judgment when handling documents and information. Success in this position comes from being detail-oriented, tech savvy, proactive, and capable of creating structure in a professional environment. This is an excellent opportunity for someone who enjoys administrative work, takes pride in accuracy, and wants to make a meaningful impact by supporting daily legal operations.

Monthly Compensation: 1040 USD to 1100 USD

Responsibilities include, but are not limited to:

• Monitor administrative workflows and ensure records remain current and accurate
• Rename, categorize, and organize electronic files for efficient retrieval
• Upload, organize, and maintain documents within the CRM and related systems
• Manage and maintain records within the case management software
• Perform electronic filing of legal documents
• Assist with website content updates and maintenance as needed in the future
• Assist with document organization and case file management
• Maintain attorney calendars, deadlines, hearings, appointments, and important dates
• Maintain consistent document naming conventions and filing structures
• Support day-to-day legal operations and administrative processes
• Track case-related expenses and assign costs to the appropriate client matters
• Prepare bills and client invoices
• Enter billing information into the billing system
• Identify opportunities to improve organization and efficiency across legal files and records

Qualifications

• 2-3 years of experience in administrative support, document management, or office operations
• Legal background is a big plus
• Experience with billing tasks
• Excellent written and verbal English communication skills
• Ability to learn and understand legal case workflows and documentation
• Strong organizational and multitasking abilities
• Ability to work independently and manage priorities effectively
• Strong attention to detail and commitment to accuracy
• Comfortable handling confidential information
• Software proficiency required: Smokeball, Outlook, Billing software, CRM and document management systems

Requirements

• Excellent organizational skills
• Strong attention to detail
• Technology proficiency and ability to learn new systems quickly
• Document management and file organization
• Calendar management
• Billing and invoicing support
• Expense tracking and data entry
• Critical thinking and problem-solving skills
• Professional written and verbal communication
• Time management and prioritization
• Ability to understand and follow legal workflows
• Sound judgment and common-sense decision making
• Self-motivation and accountability
• Adaptability and willingness to learn
• Ability to work independently in a remote environment

Work Shift

8:30 AM - 5:30 PM [PST][PDT] (United States of America)

Languages

• English
• Spanish

Ready to dive in? Apply now and make sure to follow all the instructions! Our application process involves multiple stages, and submitting your application is just the first step. Every candidate must successfully pass each stage to move forward in the process. Please keep an eye on your email and WhatsApp for the next steps. A recruiter will be assigned to guide you through the application process. Be sure to check your spam folder as well.