Legal Admin Assistant

Our client is a leading Arizona litigation firm headquartered in Phoenix, focused on finding solutions to complex legal problems. The firm offers the expertise and results clients expect from large national firms — with a smaller footprint and a deeply personal approach. The firm represents large and small businesses, entrepreneurs, individuals, and families, with a practice spanning commercial disputes, business litigation, civil rights, employment law, and other litigation matters. The firm is hiring a Legal Admin Assistant to support its onshore attorneys and staff by keeping the operating rhythm of a busy litigation practice running cleanly. This role owns the calendar, the docket, the document queue, and the administrative workflows that determine whether attorneys can focus on their cases or get pulled into the operational background. You will manage multiple attorney calendars, track court dates and deadlines across the firm's practice areas, prepare and proofread legal documents to filing‑ready quality, e‑file with courts and agencies, process billing and expense reports, and maintain organized client files. This is not a substantive drafting role — attorneys and onshore paralegals draft the legal arguments. Your work is the operational discipline that makes their drafting possible: nothing late, nothing lost, nothing un‑filed, nothing un‑billed. Success at 90 days means a calendar attorneys trust, a docket that does not drift, billing that closes on schedule, and a document queue that is consistently filing‑ready. Responsibilities Calendar & Docket Management Docket court hearings across the firm's practice areas and maintain accurate deadline tracking for all assigned matters. Manage attorney calendars, appointments, court dates, depositions, and case deadlines. Set structured reminder cascades for all deadlines (e.g., 30-day, 14-day, 7-day, 2-day, day‑of). Flag scheduling conflicts and competing priorities to attorneys and onshore staff with sufficient lead time. Meeting, Deposition & Travel Coordination Coordinate internal meetings, client meetings, and depositions across multiple calendars and time zones. Arrange travel logistics for attorneys (flights, accommodations, ground transport) and prepare itineraries. Confirm logistics with court reporters, opposing counsel, and venue contacts as needed. Billing, Invoicing & Expense Tracking Track billable time entries, invoices, and expense reports across attorneys. Flag missing time entries or expense documentation before billing close. Process expense reimbursements and reconcile against firm records. Document Preparation & Filing Prepare, edit, proofread, and format legal documents and correspondence to filing‑ready quality. E‑file legal documents with US courts and agencies through the firm's e‑filing systems. Prepare physical filing packages for the onshore team where physical filing is required. Maintain version control and audit trails on documents under revision. Case & Document Management Assist with case management and document management systems to keep matter files complete and retrievable. Maintain and organize client files and confidential records in line with the firm's data and privacy protocols. Support intake of new matters including opening files, conflict checks, and initial documentation. General Administrative Support Perform general administrative duties including copying, scanning, mailing preparation, and data entry. Ensure compliance with legal procedures, court rules, and firm protocols. Perform other legal administrative tasks as assigned by the onshore team. 2 or more years of experience as a legal admin, legal assistant, or legal secretary supporting a US litigation practice (or strongly comparable international firm). Direct experience managing multiple attorneys' calendars and court deadlines simultaneously. Hands‑on experience with at least one US court e‑filing system (CM‑ECF/PACER, AZTurboCourt, or similar). Experience with a legal document management system (NetDocuments, iManage, Worldox, SharePoint, or similar). Excellent written English — your proofreading catches errors before attorneys do; documents you prepare require minimal revision. High attention to detail, strong organizational skills, and the ability to manage deadline‑driven work across multiple matters without error. Comfortable working independently in a remote environment while maintaining close coordination with an onshore team. Reliable home office setup: high‑speed internet, backup power or backup internet, quiet workspace, modern computer with webcam. Nice to Have 12+ months of direct remote experience supporting a US law firm. Experience with legal billing software (Clio, TimeSolv, Bill4Time, or similar) and LEDES invoicing. Familiarity with Arizona state court or US federal court docketing conventions. Background supporting a commercial litigation, business litigation, or civil rights practice. Full‑time, 100% remote engagement. Compensation up to $8/hr USD. Long‑term, stable engagement with a respected US law firm. Direct collaboration with an experienced onshore team and supervising attorneys. A clearly scoped operational role — what success looks like is visible and measurable. Application Notes By applying, you consent to being contacted via the contact information provided in your application for recruitment purposes only. Scheduling note: initial calls run in US Mountain Standard Time, within a 3:00 AM–1:00 PM MST window — which translates locally to 6:00 PM–4:00 AM in the Philippines, 1:00 PM–11:00 PM in Kenya, 12:00 PM–10:00 PM in South Africa, and 4:00 AM–2:00 PM in Guatemala. We genuinely appreciate your flexibility around the time difference. #J-18808-Ljbffr