Legal / Administrative Assistant

We are seeking a highly organized, detail-oriented Legal / Administrative Assistant to support legal, mediation, and professional-services operations. This role coordinates time-sensitive matters from intake through completion, maintains accurate records and data, communicates with participants and other stakeholders, and provides general administrative support to attorneys and other professionals.

A significant part of the position involves managing a structured mediation coordination process with specific procedural steps, required communications, data-entry requirements, and deadlines. The ideal candidate is exceptionally good at following established processes while also recognizing when something is missing, overdue, or needs escalation.

Confidentiality Requirements

This position involves access to confidential and sensitive information. The selected resource must maintain strict confidentiality at all times.

Hours

This is a part-time position with flexibility based on workload and organizational needs. Current workload is approximately 10-15 hours/week.

Future Growth

While the role will begin on a part-time basis, there is meaningful opportunity for growth as our programs, services, and administrative needs expand. We are looking for someone who is interested in becoming a valued, long-term member of the team. For the right person, the role may grow in hours, responsibilities, and opportunities to take ownership of additional administrative and operational functions over time.

What We're Looking For

The strongest candidate will be extremely organized, dependable, comfortable on the telephone, and attentive to detail. This is a process-driven position in which small details and deadlines matter.

The successful candidate should be able to manage a substantial number of active matters simultaneously, move efficiently between phone calls, data entry, email, scheduling, and document tasks, and independently determine what needs attention next based on established procedures.

Strong candidates will have:

  • Excellent organizational and time-management skills.
  • Strong attention to detail and data accuracy.
  • Professional and confident telephone communication skills.
  • Strong written communication skills.
  • Ability to follow detailed procedures and multi-step workflows consistently.
  • Ability to manage deadlines and competing priorities without constant supervision.
  • Sound judgment about when an issue should be escalated rather than handled independently.
  • Comfort learning and working in multiple technology platforms.
  • Proficiency with Microsoft 365, including Outlook, Word, Excel, Teams and Zoom
  • Experience with legal, mediation, case-management, or other deadline-driven administrative work is helpful but not required.

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Key Responsibilities

Mediation & Matter Coordination

  • Coordinate mediation matters from assignment through scheduling, completion, and administrative closeout.
  • Enter and maintain matter information accurately across designated systems, spreadsheets, databases, and case-management platforms.
  • Track required dates, deadlines, status changes, documents, communications, and follow-up activities.
  • Make and receive telephone calls with parties, representatives, agencies, attorneys, and other participants regarding scheduling and administrative matters.
  • Schedule mediations and coordinate availability among multiple participants.
  • Send required notices, confirmations, reminders, forms, and other routine communications.
  • Monitor matters daily for upcoming deadlines and outstanding actions.
  • Follow established procedures and checklists to ensure each required step is completed on time and documented.
  • Identify incomplete information, scheduling problems, missed deadlines, unusual circumstances, or other issues requiring professional review and promptly escalate them.
  • Maintain accurate notes and documentation of calls, communications, and actions taken.
  • Complete post-mediation administrative tasks, reporting, data entry, and matter closure requirements.

Legal & Administrative Support

Provide practical, ad hoc administrative support to attorneys and other professionals as needs arise. Responsibilities may vary from day to day and may include:

  • Prepare, print, scan, copy, organize, and assemble documents and correspondence.
  • Handle outgoing mail, certified mail, overnight deliveries, and other shipments.
  • Make trips to the U.S. Postal Service, courthouse, Register of Deeds, or other local offices when needed.
  • Coordinate document delivery, pickup, signatures, notarization, and similar administrative tasks.
  • Schedule appointments, meetings, calls, and other calendar items.
  • Make routine administrative telephone calls and follow up on outstanding requests.
  • Assist with client intake and collection of documents or information.
  • Save and organize emails, documents, and other materials in the appropriate electronic files.
  • Prepare routine letters, forms, envelopes, labels, and other materials using established templates.
  • Assist with filing and service logistics as directed by an attorney.
  • Obtain records, documents, or other information from courts, government offices, businesses, or other sources.
  • Assist with training programs, meetings, events, registrations, and related administrative logistics.
  • Perform errands and other local administrative tasks as needed.
  • Handle other administrative projects and assignments requested by attorneys or other professionals.