We are seeking a detail-oriented and highly organized Legal Administrative Assistant to support our paralegals. This role is responsible for keeping the legal operations running smoothly — from docketing hearings and managing attorney calendars to filing court documents, preparing correspondence, and maintaining organized client files.
The ideal candidate is familiar with legal administrative procedures, takes deadlines seriously, and handles confidential information with absolute discretion. A strong legal administrative background combined with the ability to learn a specialized practice area are required.
In a legal environment, accuracy and timeliness are non-negotiable. We are looking for someone who takes ownership of their responsibilities and operates with the level of care and precision that the legal profession demands.
• Docket hearings, court dates, filing deadlines, and critical case milestones accurately in the firm's docketing system — this is a primary function of the role
• Manage and maintain attorney calendars including appointments, court dates, depositions, agency hearings, and internal deadlines
• Monitor docketed deadlines proactively and provide advance reminders to attorneys with sufficient lead time
• Ensure no court or agency deadline is missed - filing deadlines before federal agencies and tribal courts are strict and non-negotiable
• Coordinate scheduling for client meetings, depositions, hearings, and internal team meetings
• Arrange travel logistics for attorneys including flights, accommodations, transportation, and itineraries for hearings and client visits
• Prepare deposition logistics including notices, confirmation of attendees, and coordination with court reporters
• Confirm all logistics in advance and communicate relevant details to all parties
• Prepare, edit, proofread, and format legal documents, pleadings, motions, briefs, correspondence, and other legal materials
• Ensure all documents meet applicable court, agency, and firm formatting standards before filing or distribution
• Maintain version control and organized document files across all active matters
• Assist attorneys with drafting standard correspondence and follow-up communications as directed
• Ensure all filings are submitted accurately, on time, and in full compliance with applicable court rules and agency requirements
• Confirm receipt of filings and maintain organized records of all submissions and confirmations
• Stay current on e-filing requirements for relevant courts and agencies — including federal district courts and Bureau of Indian Affairs processes
• Assist with case management using the firm's case management system (Clio)— updating matter records, tracking case activity, and organizing supporting documentation
• Maintain and organize physical and digital client files, ensuring all records are complete, properly labeled, and retrievable
• Handle confidential client records and case information with the highest level of discretion and in compliance with applicable professional responsibility rules
• Support case intake by opening new matters, gathering client information, and preparing conflict checks
• Track attorney time entries, billing activity, and client invoices
• Assist with preparation and distribution of client billing statements
• Process and track expense reports and reimbursements for attorneys and firm operations
• Maintain organized billing records and flag overdue accounts or discrepancies to the appropriate team member
• Ensure all administrative procedures comply with applicable legal, court, and agency requirements
• Maintain awareness of procedural rules relevant to the firm's Indian law practice — including federal administrative procedures, tribal court rules, and federal court local rules
• Support the firm's compliance with document retention, confidentiality, and professional responsibility obligations
• Perform general administrative duties including copying, scanning, mailing, and data entry
• Manage incoming and outgoing correspondence, mail, and deliveries
• Support attorneys and firm operations with additional administrative tasks as directed
• 2 or more years of experience in a legal administrative, paralegal, or legal secretary role
• Strong working knowledge of legal administrative procedures including docketing, court filing, and document management
• Meticulous attention to detail — accuracy in legal documents and deadlines is critical and non-negotiable
• Excellent written communication skills — your documents and correspondence are properly formatted, proofread, and professional
• Strong organizational skills with the ability to manage multiple matters, deadlines, and priorities simultaneously
• Proficiency with Microsoft Word, Excel, and standard legal software — experience with case management or document management systems is a plus
• High level of discretion and professionalism in handling confidential client and case information
• Self-directed and reliable in a remote work environment
Requirements
This is a full time remote role
The client is a law firm in the US
Up to $6/hr
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