Legal & Administrative Assistant
About The Position
The Legal & Administrative Assistant provides administrative and legal support to the firm’s attorneys and staff, with a primary focus on client service, document preparation, and office operations. This role is ideal for someone who is detail-oriented, organized, and comfortable working in a client-facing legal environment. The position supports day-to-day administrative and legal functions to help ensure smooth operations and an excellent client experience. This is a full-time, in-person position based primarily in our Laguna Hills office, with occasional support required at our San Clemente office.
Requirements
- Detail-oriented and organized
- Strong written and verbal communication skills, including representing the Managing Attorney by phone, email, or in-person to clients, referral sources, and other third-parties
- Professional, warm, and client-facing
- Manage fast-paced, ever-changing priorities and tasks independently
- Ability to maintain confidentiality and handle delicate (including personal) information for the Managing Attorney
- Must be a commissioned notary public (ready to notarize documents)
- Possess a valid driver’s license and reliable transportation, and work in-person Monday through Friday, 8:30 am to 5 pm, and be willing to travel to our San Clemente and Laguna Hills offices, depending on the needs of the firm
Responsibilities
- Manage general office tasks, including scheduling, file organization, and coordination of meetings and appointments
- Assist with maintaining attorney calendars and ensuring files and materials are prepared for meetings and consultations
- Handle incoming and outgoing correspondence, including emails, mail, and client communications
- Coordinate scheduling between offices as needed
- Serve as a point of contact for clients and prospective clients for scheduling, reminders, and general inquiries
- Assist with client intake, onboarding, and maintaining communication throughout the engagement
- Prepare client files and materials for consultations and signing appointments
- Provide professional, friendly, and responsive client service at all times
- Prepare estate planning binders and client document packages
- Assist with document execution and signing appointments, including notarization
- Serve as an in-house Notary Public
- Perform copying, scanning, data entry, and document management
- Maintain organized and accurate client records in accordance with firm procedures
- Travel between Laguna Hills and San Clemente offices as needed to support client meetings, signings, and office needs
- Coordinate files, documents, and materials between locations
- Assist with workflow coordination to ensure deadlines and client deliverables are met
- Support overall office organization and efficiency
- Assist with preparation and on-site support for client seminars and educational events
- Help with check-in, materials distribution, and follow-up coordination
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
No Education Listed
