Legal Assistant - Intake & Matter/Case Management

Overview

Remote position providing administrative and operational support to the Legal Department. This role serves as the central intake coordinator and liaison between the Legal Department and internal business partners, ensuring legal requests are properly submitted, documented, triaged, routed, prioritized, and tracked through completion.

Responsibilities

• Coordinate legal request intake by monitoring incoming requests and ensuring each request is documented in the Legal Department’s matter management system.
• Review requests for completeness; obtain missing information or documentation from requestors.
• Facilitate triage, prioritization, and assignment of requests to the appropriate attorneys or paralegals.
• Maintain visibility into active Legal Department workload by monitoring matter status, deadlines, aging requests, outstanding dependencies, and next steps.
• Proactively follow up with Legal team members and business requestors to support timely progress and completion.
• Identify urgent, stalled, incomplete, or improperly submitted requests and escalate them appropriately.
• Act as a case manager for Legal matters to help ensure requests progress from intake through completion.
• Provide Legal leadership with workload, aging, status, and other workflow reporting as requested.
• Reinforce established Legal Department intake processes and assist internal business partners in properly utilizing legal request and matter management systems.
• Identify recurring workflow bottlenecks and recommend process, technology, or communication improvements to increase efficiency.
• Assist with maintaining and improving Legal Department matter-management and contract-management systems and related workflows.

Administrative & Operational Support

• Prepare correspondence and redlines, as requested.
• Coordinate case/matter intake and maintain up-to-date logs in department systems.
• Track expenses and legal invoices; prepare and maintain summary spreadsheets and reports.
• Track status of closings, fictitious names, and entity formations; update or create related spreadsheets.
• Ensure closing binders and key documents are properly saved to the client/matter management system.
• Monitor email correspondence and calendars to support workload prioritization and scheduling needs.
• Communicate professionally and with discretion to manage and protect confidential information.
• Interact with co-workers, physicians, and external contacts in a responsive, solution-oriented manner.
• Perform administrative tasks and special projects as needed, including:
  • Tracking ongoing litigation, hold notices, and insurance submission claims (as directed by General and Associate Counsel)
  • Supporting legal software or process improvement initiatives, including coordination with IT and vendors for upgrades and training

Requirements

• High School Diploma required
• Minimum 3–5 years’ experience in an office environment (legal environment preferred); health care or corporate environment
• Experience managing matter intake, workflow, or project tracking systems preferred
• Strong organizational and time management skills; ability to manage multiple assignments with competing deadlines

Preferred Qualifications

• Associate or Bachelor’s Degree

Compensation & Benefits

• Pay range: $16.00 - $30.21

Location

• Remote position