Job Description

About Westwin Elements Inc

Westwin Elements is dedicated to advancing critical minerals manufacturing in the United States. Our mission is to strengthen domestic supply chains and enhance national security by developing essential refining and processing infrastructure.

About the role

• The Legal Support Administrator provides administrative and operational support to a legal office by coordinating day-to-day office processes, supporting legal staff with document and matter administration, and maintaining organized, accurate records.

What you'll do

Essential Functions (Primary Duties)

Matter and Document Administration

• Create, format, proofread, and finalize routine legal and administrative documents using office templates and established procedures.
• Organize, maintain, and retrieve electronic and physical files in accordance with office standards.

Calendar and Deadline Coordination

• Maintain calendars for assigned teams, including scheduling meetings, coordinating availability, and tracking internal deadlines.
• Assist with deadline tracking by maintaining task lists and follow-up reminders.

Client and Third-Party Communications (Administrative)

• Serve as a professional point of contact for administrative inquiries by phone, email, and in person.
• Route substantive legal questions to appropriate legal personnel.

Office Operations Support

• Support office workflows such as mail processing, scanning, copying, and document distribution.
• Coordinate with vendors and service providers as assigned.

Data Entry and Records Accuracy

• Enter and update matter-related administrative information in office systems.
• Maintain accurate logs and records as assigned (e.g., contact lists, matter indexes, administrative trackers).

Occasional Duties (Performed as Needed)

• Assist with special projects such as office audits, file clean-up initiatives, or process improvement tasks.
• Provide coverage for reception or other administrative functions during absences or peak workload periods.
• Coordinate logistics for trainings, meetings, or office events.

Qualifications

Preferred Qualifications

• 1–2 years of relevant experience within the legal field.
• Experience supporting attorneys and/or legal staff in a law office or legal department environment beyond the minimum requirement.
• Familiarity with common legal-office processes (e.g., matter intake administration, file organization conventions, administrative deadline tracking).
• Proficiency with Microsoft Excel, Microsoft Word, and Adobe Acrobat.

Minimum Qualifications

• Strong administrative organization skills, including document management and attention to detail.
• Professional written and verbal communication skills.
• Ability to prioritize tasks, meet deadlines, and manage multiple assignments.

Education

• High school diploma or equivalent preferred.
• Associate degree desirable but not required.

Essential Work Habits and Performance Expectations

Regular Attendance and Punctuality

Consistent attendance aligned with the office's schedule and operational needs.

Confidentiality and Professionalism

Ability to handle sensitive information discreetly and maintain professional interactions with clients, staff, and third parties.

Quality and Accuracy

Consistent attention to detail in document preparation, filing, and administrative recordkeeping.