Legal Admin Assistant

This is a fully remote position, open to applicants in Philippines.

📋 Description

• Schedule court hearings across various practice areas of the firm and ensure precise tracking of deadlines for all assigned cases.

• Oversee attorney calendars, appointments, court dates, depositions, and critical case deadlines.

• Establish structured reminder systems for all deadlines (e.g., 30-day, 14-day, 7-day, 2-day, day-of).

• Alert attorneys and onshore staff to scheduling conflicts and competing priorities with adequate notice.

• Organize internal meetings, client meetings, and depositions across different calendars and time zones.

• Coordinate travel arrangements for attorneys (flights, accommodations, ground transport) and create itineraries.

• Verify logistics with court reporters, opposing counsel, and venue contacts as necessary.

• Monitor billable time entries, invoices, and expense reports for attorneys.

• Identify missing time entries or expense documentation prior to billing closure.

• Process expense reimbursements and ensure they align with firm records.

• Prepare, edit, proofread, and format legal documents and correspondence to meet filing-ready standards.

• E-file legal documents with US courts and agencies using the firm's e-filing systems.

• Compile physical filing packages for the onshore team when physical filing is necessary.

• Maintain version control and audit trails on documents in revision.

• Assist with case management and document management systems to ensure matter files are comprehensive and accessible.

• Organize and maintain client files and confidential records in accordance with the firm’s data and privacy standards.

• Support the intake process of new matters, including file openings, conflict checks, and initial documentation.

• Execute general administrative tasks such as copying, scanning, mail preparation, and data entry.

• Ensure adherence to legal procedures, court regulations, and firm protocols.

• Carry out additional legal administrative responsibilities as assigned by the onshore team.

⛳️ Requirements

• A minimum of 2 years of experience as a legal administrator, legal assistant, or legal secretary supporting a US litigation practice (or a closely related international firm).

• Proven ability to manage multiple attorneys' calendars and court deadlines simultaneously.

• Direct experience with at least one US court e-filing system (CM-ECF/PACER, AZTurboCourt, or similar).

• Familiarity with a legal document management system (NetDocuments, iManage, Worldox, SharePoint, or similar).

• Exceptional written English skills — your proofreading identifies errors before attorneys do; documents you create require minimal revisions.

• Strong attention to detail, excellent organizational skills, and the capacity to manage deadline-driven work across multiple cases without errors.

• Ability to work independently in a remote setting while maintaining close collaboration with an onshore team.

• Reliable home office environment: high-speed internet, backup power or internet, quiet workspace, modern computer with webcam.

• Nice to Have

• 12+ months of direct remote experience supporting a US law firm.

• Familiarity with legal billing software (Clio, TimeSolv, Bill4Time, or similar) and LEDES invoicing.

• Knowledge of Arizona state court or US federal court docketing conventions.

• Experience supporting commercial litigation, business litigation, or civil rights practices.

🏝️ Benefits

• Full-time, 100% remote position.

• Compensation of up to $8/hr USD.

• Long-term, stable engagement with a reputable US law firm.

• Direct collaboration with a skilled onshore team and supervising attorneys.

• A clearly defined operational role — success metrics are visible and measurable.