Legal administrative assistant

You keep a small US law firm running while the attorneys are in court. That means owning the calendar, the intake calls and the paperwork that has to be right the first time, for two attorneys with separate caseloads and a shared assistant. Most of the day is scheduling, drafting from templates and chasing the documents a matter needs before a deadline arrives.

You are the first voice a client hears when they call, so a steady manner matters as much as a fast one. The role sits inside US business hours, so you are reachable in the moment rather than answering overnight.

• Maintain both attorneys' calendars and flag conflicts before they become one.
• Diarise court dates, filing deadlines and internal review dates, then follow up as they approach.
• Schedule client calls, depositions and hearings across two caseloads.

• Answer inbound calls and take clear, complete intake notes.
• Update clients on status and next steps in plain language.
• Route urgent matters to the right attorney the same day.

• Draft routine correspondence, engagement letters and forms from firm templates.
• Assemble exhibits and prepare documents for attorney review.
• File electronically with state and federal courts and confirm acceptance.

• Keep client files organised and current in the firm's document system.
• Track billable time entries and chase the ones that are missing.
• Order supplies and manage vendor contact so nobody else has to.

• At least two years supporting US attorneys or a US professional services firm.
• Able to work the full US business day with no gaps in coverage.
• Confident in Microsoft Office or Google Workspace and at least one case management system such as Clio, MyCase or Practice Panther.
• Comfortable with e-filing through CM/ECF and PACER, or able to learn it quickly.
• Clear spoken and written English, and a calm manner with clients who are having a bad day.
• Organised enough to hold two caseloads in your head and say early when something is going to slip.

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