Executive Legal Assistant

Job Overview

We are seeking a highly organized, detail-oriented Executive Legal Assistant to support attorneys in a busy law office. This role is ideal for a proactive professional who can manage competing deadlines, maintain impeccable files, and communicate confidently with clients, medical offices, and opposing counsel. Bilingual fluency in English and Spanish (spoken and written) is required, as a significant portion of our client communication occurs in Spanish.

The right candidate is dependable, discreet, and comfortable owning administrative workflows from intake through resolution, including drafting correspondence, coordinating records, and maintaining a clean, court-ready file.

Key Responsibilities

• Provide high-level administrative support to attorneys, including calendar management, task tracking, reminders, and deadline control
• Communicate with clients in English and Spanish by phone, email, and in person; explain next steps and obtain needed information with professionalism and empathy
• Open and maintain legal files (physical and electronic), ensuring consistent naming conventions, version control, and accurate indexing
• Draft, revise, and proofread legal documents and correspondence (pleadings, declarations, discovery shells, demands, subpoenas, letters, and internal memos)
• Coordinate records collection and follow-up (medical records, employment records, billing, prior claims, and other case-related documentation)
• Manage document preparation and filing support (service packages, exhibits, PDF assembly, bookmarking, and e-filing support as applicable)
• Assist with case intake: scheduling consultations, conflict checks, collecting background details, and organizing initial documents
• Maintain professional communication with courts/boards, opposing counsel, vendors, and third parties
• Support litigation workflow: hearing/trial preparation, witness/client scheduling, deadlines, and exhibit management
• Perform administrative tasks including scanning, transcription, data entry, mail processing, and maintaining office systems and supplies

Required Qualifications

• Bilingual English/Spanish (required): able to read, write, and speak professionally in both languages
• Minimum 2+ years experience as a legal assistant, executive legal assistant, or paralegal in a law office environment
• Strong drafting and proofreading skills with exceptional attention to detail (formatting, citations, dates, names, and file consistency)
• High level of organization and reliability; ability to manage multiple matters and meet strict deadlines with minimal supervision
• Professional phone presence and strong client-service mindset, including comfort handling sensitive or stressful client situations
• Proficiency with Microsoft Office/Google Workspace and PDF tools (merging, bookmarking, redaction, OCR as needed)
• Comfort learning and working in legal practice platforms (e.g., Clio or similar) and legal research tools (as needed)
• Discretion and sound judgment when handling confidential information

Preferred (Nice to Have)

• Experience with workers' compensation and/or litigation support (including medical records workflows and deadline-driven practice)
• Familiarity with document management best practices and e-filing systems
• Prior experience coordinating interpreters, translating routine client communications, and preparing bilingual correspondence

What Success Looks Like

• Client communications are timely, clear, and accurate in both English and Spanish
• Files are consistently organized and audit-ready
• Deadlines are tracked, reminders are proactive, and attorneys are supported with well-prepared documents and complete packets
• The office runs smoothly because you anticipate needs and follow through

Pay: $ $29.41 per hour

Benefits:

• Free parking
• Paid time off

Work Location: In person