Office and Events Assistant

ABOUT GEMINI LEGAL

If you are seeking meaningful work in a company that values integrity, innovation, and growth, consider a career with Gemini Legal.

Headquartered in Rocklin, California, Gemini Legal is an industry-leading legal support company serving attorneys across California. Our proprietary, in-house developed technology platform powers efficient, secure digital record collection and workflow management. In addition to records services, we provide vocational counseling to injured workers, delivering comprehensive support throughout the life of a case.

Our growth is powered by our people. We operate with an open-door leadership philosophy and a culture built on accountability, collaboration, and service. We promote from within whenever possible and invest in individuals who demonstrate commitment and potential, including those new to the industry.

Ethical. Passionate. Smart. These principles guide how we work, how we serve clients, and how we support one another.

Employees of Gemini Legal Support may be exposed to confidential, private or sensitive information, protected under HIPAA.

About The Role

This part-time, temporary role within the Marketing department replaces an employee on maternity leave. This role will assist with daily administrative processes for office operations and events for the Marketing department.

Duties will include, maintaining office supplies, scheduling meetings, data entry and document preparation, ordering materials and booking services, database uploads, shipping, and tracking expenses. Event types range from tradeshows to field events such as “Lunch and Learns” to sponsorships of partner events such as golf tournaments and holiday parties.

• Location: West Covina, CA
• Schedule: 8 AM - 12 PM twice a week. Either Monday Or Tuesday & every Thursday
• Compensation: $21.60 Per Hour

Responsibilities

• Manage daily office operations (supplies, organization, cleanliness, readiness)
• Track and maintain inventory levels (office supplies, event materials)
• Receive, log, and organize incoming shipments, mail and deliveries
• Prepare and restock materials for meetings, events, and office needs
• Coordinate outgoing shipments (event kits, internal requests)
• Assemble event kits (booth materials, banners, giveaways, printed assets)
• Ensure all materials are packed, labeled, and ready ahead of deadlines
• Support post-event returns (unpack, restock, report missing/damaged items)
• Maintain accurate inventory counts (daily/weekly tracking)
• Flag low stock and proactively reorder based on usage trends
• Organize storage areas for easy access and visibility
• Track and document event deadlines and processes, ensuring all relevant parties have the necessary information in the appropriate timelines
• Ship materials to/from events, ensuring all items are in working order before returning them to inventory
• Manage events equipment and materials supplies
• Order materials and book services (including hotel accommodations) for events per project timelines and budgets
• Help prepare pre-event attendee briefing materials and post-event reports, briefing documents and/or books
• Track all event-related expenses and prepare pre-event expense approvals and post-event expense reports
• Perform other clerical duties such as filing, photocopying, transcribing and faxing
• Occasional local travel may be required to fulfill support duties (e.g. taking rush packages to shipping couriers, etc.)
• Other duties as assigned

Requirements

WHAT YOU BRING

Education And/or Experience

• High School Diploma or equivalent
• 2+ years of experience in an events support or administrative support role preferred

Skills

• Attention to detail, strong organizational skills, ability to communicate clear and accurate information verbally and in writing
• Comfortable working with technology to execute tasks
• Ability to multitask and prioritize workload on a daily basis, excellent time management skills

Technology

• Proficient using a computer, business phone, office software, video conferencing, and other computer programs including Google Workplace (Docs, Sheets, Calendar, Gmail, etc.)
• Experience with CRM (esp. Salesforce), marketing automation tool (esp. Marketo), or project management software (esp. Asana) a plus

Other

• Experience working in an office setting
• Must be on-site; no remote working options
• Must pass pre-employment drug screening and a background check
• Valid driver’s license, clean driving record, and current auto insurance

Functional Requirements

• Must be able to perform the essential functions of the position with or without accommodation, including, but not limited to:
• Sitting for at least one hour at a time (total: 6-8 hours/day)
• Keyboarding for extended periods of time (total: 4-6 hours/day)
• Using a phone with or without a headset for extended periods (total: 2-4 hours/day)
• Driving for extended periods of time, up to 1-2 hours in a day and up to 25-50 miles per day

Travel

Travel may be required for this position up to 5% of working hours

Salary Description

$21.60 Per Hour