Paralegal/Legal Administrative Assistant

Job Description

Job Description

Position Summary

The Paralegal / Legal Administrator provides administrative and legal support to attorneys and the legal team by managing case files, preparing legal documents, coordinating communications, maintaining records, and ensuring compliance with legal procedures and deadlines.

Key Responsibilities

Legal Support

• Draft, proofread, and format legal documents, correspondence, contracts, pleadings, and reports.
• Prepare and organize documents for court filings, transactions, and client matters.
• Conduct legal and factual research as directed.
• Maintain and organize physical and electronic case files.
• Monitor and track court dates, filing deadlines, and statute limitations.
• Assist attorneys with trial preparation, hearings, depositions, mediations, and client meetings.
• File legal documents electronically and in person, as required.

Administrative Support

• Manage attorney calendars, appointments, and meeting schedules.
• Coordinate client communications and maintain professional relationships.
• Answer and direct telephone calls and respond to general inquiries.
• Prepare engagement letters, invoices, and other administrative documentation.
• Maintain confidential client records in accordance with firm policies and applicable regulations.
• Coordinate travel arrangements, meetings, and conference logistics when necessary.
• Order office supplies and assist with general office administration.

Case Management

• Open, maintain, and close client files.
• Track case progress and ensure all documentation is complete and current.
• Maintain document management systems and databases.
• Coordinate with courts, government agencies, opposing counsel, expert witnesses, and clients.
• Assist with discovery, document production, and records requests.

Compliance & Confidentiality

• Maintain strict confidentiality of client information and legal matters.
• Ensure compliance with applicable legal procedures, ethical standards, and firm policies.
• Support records retention and document management practices.

Qualifications

• Associate's or Bachelor's degree preferred.
• Paralegal certificate or equivalent legal experience preferred.
• Minimum of 2–5 years of experience in a legal or law office environment preferred.
• Experience with legal case management software is an asset.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, and PowerPoint).