[Hiring] Legal Administrative Assistant @Regis Remote Office

Role Description

The Administrative Assistant will work closely with the attorney and paralegal and will take primary responsibility for administrative and operational tasks. The role will also include a small but meaningful social media and marketing component, including helping create and post engaging content for the firm's social media platforms.

Key Responsibilities

• Administrative & Office Support
  • Answer and route incoming telephone calls and respond professionally to general inquiries.
  • Manage calendars, appointments, meetings, reminders, and scheduling.
  • Monitor and organize incoming emails and correspondence as assigned.
  • Maintain electronic and physical files in an organized and consistent manner.
  • Scan, upload, download, save, and properly name documents.
  • Prepare routine correspondence, letters, forms, and other administrative documents.
  • Coordinate mail, deliveries, and other office-related matters.
  • Maintain office supplies and assist with vendors and routine office needs.
  • Assist the attorney and paralegal with administrative projects as needed.
• Client Service & Intake Support
  • Serve as a professional and welcoming first point of contact for prospective and existing clients.
  • Manage prospective client intake from initial inquiry through consultation scheduling, including gathering preliminary information, sending intake forms and reminders, following up, and ensuring a professional and responsive experience for prospective clients.
  • Follow up with clients regarding administrative matters and outstanding documents.
  • Maintain accurate client contact information and update the firm's systems as needed.
  • Provide excellent client service while maintaining professionalism and confidentiality.
• Legal Administrative Support
  • Assist with opening and closing client matters.
  • Organize documents and maintain orderly client files.
  • Assist with routine document processing, filing, and correspondence.
  • Track deadlines and help maintain calendars and task lists.
  • Provide administrative support for filings and case-related matters as directed.
  • Work collaboratively with the firm's paralegal while recognizing that substantive paralegal work will remain with the paralegal.
• Social Media & Marketing
  • Assist with creating and scheduling content for the firm's social media platforms.
  • Create simple graphics, captions, educational posts, firm updates, and other content consistent with the firm's brand.
  • Help maintain a consistent social media posting schedule.
  • Identify opportunities to repurpose firm information into useful social content.
  • Help maintain and organize a library of approved photos, graphics, videos, and content ideas.
  • Ensure content is reviewed and approved before publication when required.

Qualifications

• Excellent organizational skills and strong attention to detail.
• Professional written and verbal communication skills.
• Friendly, polished, and comfortable communicating with clients.
• Ability to prioritize multiple responsibilities and follow through without constant supervision.
• Strong computer skills and comfort learning new software and systems.
• Proficiency with Microsoft Office.
• Comfortable using social media platforms and learning basic content-creation tools such as Canva.
• Good judgment and ability to handle confidential information appropriately.
• Dependable, punctual, resourceful, and proactive.
• Prior administrative or professional office experience required.
• Prior law firm experience is a plus but is not required for the right candidate.
• Bilingual English/Spanish is required.

Company Description