Office Assistant

Description

Mullen & Filippi, LLP provides comprehensive legal services to California employers on matters arising from workplace injuries and other employment-related issues. We are currently seeking a full-time Office Assistant. The Office Assistant performs a variety of legal support and administrative responsibilities to assist in the effective operation of the firm. The Office Assistant is expected to maintain positive and professional communication with clients, attorneys, and staff while ensuring strict confidentiality of all firm and client matters.

This is an excellent opportunity to join an established and reputable law firm with fifteen offices throughout the state.

We offer a competitive compensation package and a robust suite of employee benefits, including medical, dental, vision, life insurance, paid time off, and participation in our 401(k) retirement plan.

The Sacramento office has an opening for an Office Assistant. The role is tasked with is responsible for coordinating and managing calendars, hearings, depositions, medical evaluations, and other case-related events for attorneys and legal staff in a Workers' Compensation defense practice. This role ensures timely scheduling, accurate documentation, and efficient communication with courts, clients, medical providers, opposing counsel, and internal team members to support case progression and compliance with deadlines.

This role will also provide front-office support and reception relief.

• Maintain and manage attorney calendars, including hearings, depositions, mediations, conferences, and deadlines.
• Coordinate deposition scheduling with opposing counsel, court reporters, interpreters, and videographers.
• Arrange Qualified Medical Evaluator (QME), Agreed Medical Evaluator (AME), and Independent Medical Evaluations (IME).

• Contact medical offices to schedule evaluations and confirm appointment details.
• Ensure proper authorizations and required documentation are sent to providers.
• Coordinate interpreters, transportation vendors, and ancillary services as needed.
• Track and follow up on appointment confirmations, cancellations, and rescheduling.

• Serve as a central point of contact for scheduling communications with attorneys, clients, insurance adjusters, and vendors.
• Send calendar invitations, confirmation letters, and reminders to all parties.
• Maintain professional and timely communication with attorneys and staff.

• Update case management systems with all scheduled events and related notes.
• Assist with preparation of notices of deposition and other scheduling-related documents, as needed.

• Provide backup reception coverage during breaks, absences, and high-volume periods.
• Greet visitors, vendors, and guests in a courteous and professional manner.
• Coordinate outgoing mail, courier services, and shipments to ensure items are sent daily.
• Support high-volume scheduling needs across multiple attorneys and cases.
• Manage reservations and scheduling of conference rooms for meetings, depositions, mediations, and other events.
• Perform other clerical duties and projects, as assigned by the Senior Regional Office Manager.

• High school diploma or equivalent required;
  Associate's degree preferred.
• 0-3 years of scheduling, legal support, medical coordination, or administrative experience.
• Prior experience in Workers' Compensation, insurance defense, or a legal environment preferred, but not required.

• Familiarity with Workers' Compensation processes, including WCAB hearings and QME/AME scheduling (preferred).
• Strong organizational and time management skills with the ability to handle high-volume, deadline-driven work.
• Excellent written and verbal communication skills.
• High attention to detail and accuracy.
• Ability to prioritize and adjust in a fast-paced environment.
• Professional and courteous client service skills.

• Prior administrative or office support experience in a law firm or professional services organization preferred.
• Effective written and verbal communication, customer service, time management and organizational skills.
• Ability to proactively solve problems, show initiative, use good judgment and prioritize competing requests in a fast-paced environment.
• Self-starter with strong initiative.
• Attention to detail.
• Basic computer proficiency in the use of the MS Office Suite of software…