Position V105 - Legal Assistant | Legal Assistant & Case Management Coordinator I

Overview

This role involves supporting a law firm’s daily legal operations by ensuring assigned matters are organized, documented, and progressing efficiently from opening to closing. Responsibilities include coordinating case files, managing calendars and deadlines, assisting with electronic court filings, communicating with clients and legal professionals, and providing administrative support to attorneys.

Responsibilities

• Record meeting outcomes, assigned responsibilities, and deadlines to ensure clear follow-up.
• File and serve attorney-approved documents through applicable state and federal electronic court filing systems.
• Maintain accurate case records, prepare deadline reports, and provide information for monthly reports and quarterly performance metrics.
• Schedule client calls, hearings, depositions, mediations, conferences, and case review meetings.
• Organize incoming legal documents, prepare document productions, maintain production logs, and assist with digital hearing and trial binders.
• Proactively follow up on outstanding tasks, assist with overflow work, and identify opportunities to improve workflows through established procedures.
• Follow established legal procedures, confidentiality requirements, document management standards, and firm policies.
• Open, organize, maintain, and close legal case files in accordance with firm procedures.
• Prepare and send approved client correspondence, welcome letters, and document requests.
• Respond to client, court, and opposing counsel communications within established timelines and document all interactions.
• Manage case calendars, court dates, deadlines, reminders, and follow-up tasks to ensure timely completion.
• Coordinate with attorneys, clients, and other legal professionals to help cases progress efficiently.
• Identify outstanding tasks, proactively follow up on pending items, and contribute to workflow improvements.
• Record billable time and matter-related expenses accurately and on a daily basis.
• Coordinate service of process and track proofs of service and related deadlines.

Requirements

• Working hours: Monday through Friday, 8:30 AM to 5:00 PM
• Timezone: EST
• Previous legal experience is required. Experience in a law firm, court environment, or similar legal practice is preferred.
• A law degree or relevant legal practice background is strongly preferred.
• Fluent spoken and written English.
• Experience with document management, legal practice management software, Google Workspace, and electronic court filing systems.
• Must follow established legal procedures, maintain confidentiality, document work accurately, and comply with firm policies and applicable professional conduct requirements.

Preferred Qualifications

• Prior experience supporting legal operations such as case coordination, electronic filings, and client/court communications.
• Experience with legal practice management platforms and digital calendar systems.

Skills & Professional Standards

• Strong organizational skills to manage multiple legal matters, deadlines, and priorities simultaneously.
• Exceptional attention to detail in maintaining case files, recording deadlines, preparing correspondence, and handling legal documentation.
• Excellent written and verbal English communication skills.
• Strong time management skills with consistent deadline performance.
• Proactive follow-through, including identifying pending tasks, missing documents, and potential scheduling issues before they become problems.
• Accountability and ownership of assigned responsibilities, including promptly communicating errors, delays, and potential risks.
• Ability to follow established procedures, checklists, templates, and approval requirements accurately.
• Professional and courteous communication with clients, attorneys, court personnel, opposing counsel, and other legal professionals.
• Ability to maintain confidentiality and exercise discretion with sensitive client information.
• Ability to work independently while recognizing when attorney guidance or approval is required.
• Strong collaboration skills and willingness to assist with overflow tasks and shared team responsibilities.
• Adaptability and willingness to learn new systems, procedures, and legal workflows.
• Integrity, sound judgment, and commitment to accurate recordkeeping and ethical conduct.
• Comfort using approved technology and AI tools within established confidentiality and security guidelines.

Tools & Software

• PracticePanther for legal practice and matter management
• Google Workspace (including Gmail and Google Calendar)
• RingCentral for business communications
• Zapier for workflow automation
• Waybook for internal procedures and training resources

Role Boundaries

This position supports legal administration and case coordination. It does not include providing legal advice, exercising independent legal judgment, negotiating settlements, setting legal fees, or performing other attorney-only functions.

Compensation & Benefits

• Monthly compensation: 1,150 to 1,220 USD

Location

Remote (with US-based employers).