Legal Administrative Assistant

This is an administrative support position, not a paralegal position. The successful candidate will take ownership of recurring legal-administrative workflows, ensuring tasks, documents, deadlines, and follow-ups are handled accurately and efficiently.

Key Responsibilities

• Manage the administrative lifecycle of matters from engagement through closing, including onboarding, engagement letters, signatures, document organization, and matter opening/closing.
• Maintain accurate matter information, contacts, documents, statuses, and tasks in Clio.
• Monitor shared Firm inboxes and route communications to the appropriate attorney or matter.
• Process incoming court orders, notices, and deadline materials by saving documents, calendaring dates, creating follow-up tasks, and notifying attorneys.
• Maintain litigation and transactional deadlines and assist with calendar updates.
• Prepare routine correspondence and template-based documents.
• Format and proofread attorney-prepared documents for grammar, consistency, numbering, defined terms, and Firm formatting standards.
• Prepare signature packets and manage PDFs, including combining, splitting, converting, redacting, OCR, and file organization.
• Support Personal Injury matters with engagement materials, client forms, letters of representation, HIPAA authorizations, medical/billing record requests, and routine correspondence.
• Support Corporate matters with signatures, executed documents, diligence follow-ups, Secretary of State searches, certificates of good standing, and transaction/entity files.
• Provide administrative support for Employment and Intellectual Property matters.
• Research and prepare first drafts of Firm articles, educational materials, presentations, and similar content.
• Help develop and maintain written standard operating procedures for recurring Firm processes.
• Use Firm-approved AI and technology tools when appropriate to improve research, drafting, summarization, and administrative efficiency.

Required Qualifications

• 3–5 years of professional legal administrative or comparable professional-support experience.
• At least 1 year of hands-on Clio experience, with strong proficiency in Clio Manage and familiarity with Grow, Work, and Accounting.
• Previous experience supporting a U.S.-based law firm or comparable U.S. legal environment.
• Advanced Microsoft Word skills and strong PDF-editing/document-management skills.
• Basic Excel proficiency.
• Fluent professional English, both written and spoken.
• Excellent grammar, proofreading, and written communication skills.
• Exceptional organization, attention to detail, responsiveness, time management, and follow-through.
• Professional judgment and willingness to ask questions when attorney direction is required.
• Ability to work independently after learning established procedures.
• Comfortable following up with attorneys regarding outstanding tasks, documents, or information.
• Comfortable using approved AI and other technology tools.

Helpful but not required: Experience in Corporate, Employment, Commercial Litigation, Intellectual Property, or Personal Injury matters. A paralegal certificate or particular college degree is not required.

Remote Work & Information Security

This is a remote position. The successful candidate must:

• Work from a private and secure workspace.
• Use only authorized, dedicated work devices.
• Follow Firm confidentiality, multifactor-authentication, password, technology, and information-security policies.
• Use only Firm-approved software, AI tools, cloud platforms, and document-storage systems.
• Maintain strict confidentiality regarding Firm and client information.

How to Apply

Please send your CV/resume to:

jobs@mspresources.us

Subject: Application for Legal Administrative Assistant