Legal Assistant, Secretary

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

📋 Description

• Accurately record hearings, court dates, filing deadlines, and significant case milestones in the firm's docketing system.

• Oversee and manage attorney calendars, which include appointments, court dates, depositions, agency hearings, and internal deadlines.

• Proactively monitor docketed deadlines and provide attorneys with timely reminders.

• Ensure that no court or agency deadlines are overlooked.

• Coordinate the scheduling of client meetings, depositions, hearings, and internal team gatherings.

• Arrange travel logistics for attorneys as needed.

• Prepare logistics for depositions, including notices, attendee confirmations, and coordination with court reporters.

• Confirm all logistical details in advance and communicate relevant information to all involved parties.

• Draft, edit, proofread, and format legal documents, pleadings, motions, briefs, correspondence, and other legal materials.

• Ensure that all documents comply with applicable court, agency, and firm formatting standards prior to filing or distribution.

• Maintain version control and organized document files across all active matters.

• Assist attorneys in drafting standard correspondence and follow-up communications as required.

• Ensure accurate, timely submission of all filings, in full compliance with relevant court rules and agency requirements.

• Confirm receipt of all filings and maintain organized records of submissions and confirmations.

• Stay informed about e-filing requirements for relevant courts and agencies.

• Assist with case management utilizing the firm's case management system (Clio).

• Organize and maintain physical and digital client files, ensuring all records are complete, accurately labeled, and easily retrievable.

• Handle sensitive client records and case information with utmost discretion.

• Support case intake by opening new matters, collecting client information, and preparing conflict checks.

• Track attorney time entries, billing activities, and client invoices.

• Assist in the preparation and distribution of client billing statements.

• Process and monitor expense reports and reimbursements for attorneys and firm operations.

• Maintain organized billing records and flag overdue accounts or discrepancies.

• Ensure all administrative procedures adhere to applicable legal, court, and agency regulations.

• Stay informed about procedural rules relevant to the firm's Indian law practice.

• Perform general administrative tasks, including copying, scanning, mailing, and data entry.

• Manage incoming and outgoing correspondence, mail, and deliveries.

• Provide additional administrative support to attorneys and firm operations as directed.

⛳️ Requirements

• A minimum of 2 years of experience in a legal administrative, paralegal, or legal secretary position.

• Strong understanding of legal administrative procedures, including docketing, court filing, and document management.

• Exceptional attention to detail — precision in legal documents and adherence to deadlines is crucial and non-negotiable.

• Excellent written communication skills — ensuring that documents and correspondence are well-formatted, proofread, and professional.

• Strong organizational abilities with the capacity to manage multiple matters, deadlines, and priorities simultaneously.

• Proficiency in Microsoft Word, Excel, and standard legal software — experience with case management or document management systems is advantageous.

• High degree of discretion and professionalism while dealing with confidential client and case information.

• Self-motivated and dependable in a remote work setting.

🏝️ Benefits

• Competitive salary.

• Opportunities for professional development and career advancement.

• Comprehensive health and wellness benefits.

• Flexible work schedule.