Legal Administrative Assistant

Job Description

Job Description

Job Title: Legal Administrative Assistant
Job Description

This role provides timely and effective administrative assistance to attorneys and paralegals within a Law and Corporate Affairs department, with a primary focus on supporting a real estate legal team. The Legal Administrative Assistant works closely with multiple attorneys and paralegals to manage calendars, coordinate travel and meetings, support matter management and billing processes, and ensure the smooth flow of legal documentation and reporting.

Responsibilities

• Provide comprehensive administrative support to the real estate legal team, including attorneys and paralegals, within the broader Law and Corporate Affairs organization.
• Manage complex calendars for multiple attorneys, including scheduling meetings, resolving conflicts, and coordinating with internal and external stakeholders.
• Coordinate and book travel arrangements, including transportation, lodging, and related approvals, and process associated travel expenses.
• Reserve and prepare conference rooms as needed for meetings, presentations, and team gatherings.
• Assist with the preparation and formatting of documents and presentations, including PowerPoint decks and other legal or business materials.
• Support document comparison and basic document management tasks to help the team review and track changes in legal documents.
• Assist with matter management by partnering with outside counsel, including assigning matters, tracking status, and supporting general billing activities.
• Coordinate and process legal billing activities, including reviewing invoices, tracking spend, and supporting internal reporting requirements.
• Perform data entry and maintain accurate data management systems related to legal matters, real estate assets, and other team activities.
• Generate and support monthly or quarterly reports, including collecting data, updating templates, and distributing reports to relevant stakeholders.
• Partner with internal teams, including other administrative professionals, to ensure consistent and efficient handling of legal matters.
• Serve as a point of contact for questions and queries related to calendar management, meeting logistics, and administrative processes.
• Collaborate closely with a senior administrative assistant while focusing on direct support for assigned attorneys and paralegals.
• Support 2–3 lawyers with day-to-day administrative needs, ensuring timely completion of tasks and proactive issue resolution.
• Maintain confidentiality of sensitive legal and business information and follow established legal and corporate procedures.
• Contribute to a highly interactive team environment by communicating effectively, sharing information, and supporting team-wide initiatives.

• 1–3 years of relevant experience in legal administrative support or a closely related administrative role.
• At least 1 year of experience specifically as a legal administrative assistant or legal practice assistant (LPA) in a prior position.
• Experience in legal administration in any setting, such as in-house legal departments, law firms, or government legal offices.
• Proven ability to manage calendars for multiple stakeholders, including scheduling, rescheduling, and prioritizing meetings.
• Familiarity with legal terms and processes sufficient to support attorneys and paralegals in their daily work.
• Strong attention to detail when handling documents, data, and scheduling tasks.
• Proficiency with Microsoft Office applications, including Outlook, Word, PowerPoint, and Excel.
• Ability to perform accurate data entry and maintain organized records and tracking systems.
• Demonstrated ability to be self-sufficient, take initiative, and work with minimal supervision.
• Strong organizational and time management skills, with the ability to handle multiple tasks and deadlines.
• Effective communication skills for interacting with attorneys, paralegals, administrative colleagues, and external partners.
• Comfort working in a highly interactive team environment and partnering with other administrative staff.

• Experience supporting real estate legal matters, such as leases, property transactions, or real estate portfolios, is beneficial but not required.
• Experience partnering with outside counsel and supporting matter assignment and billing processes.
• Familiarity with Smartsheet or similar collaborative tools for tracking tasks, projects, or legal matters.
• Experience using Excel for basic data management, tracking, and reporting.
• Previous experience in a corporate legal department supporting multiple attorneys and paralegals.
• Ability to produce clear, well-formatted documents and presentations for internal and external audiences.
• Comfort working closely with a senior administrative assistant while independently managing assigned responsibilities.
• Ability to adapt to changing priorities and support a geographically distributed legal team.

This position is part of a legal team within a broader Law and Corporate Affairs function, specifically supporting a real estate legal group responsible for real estate matters across North America, including distribution facilities, roasteries, and retail locations. The role involves close collaboration with approximately seven attorneys and seven paralegals, as well as other administrative professionals. The environment is highly interactive, with frequent communication and coordination across team members and with partners located in various regions. The position is primarily onsite, with a hybrid schedule of four days per week onsite and one day remote, subject to team and business needs. Work is performed in a professional office setting that relies heavily on Microsoft Office tools, Smartsheet, and other standard corporate systems for communication, scheduling, and data management. The dress code aligns with a professional corporate office environment.

Job Type & Location

This is a Contract position based out of Seattle, WA.

The pay range for this position is $30.00 - $34.00/hr.

Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following:
• Medical, dental & vision
• Critical Illness, Accident, and Hospital
• 401(k) Retirement Plan – Pre-tax and Roth post-tax contributions available
• Life Insurance (Voluntary Life & AD&D for the employee and dependents)
• Short and long-term disability
• Health Spending Account (HSA)
• Transportation benefits
• Employee Assistance Program
• Time Off/Leave (PTO, Vacation or Sick Leave)

This is a hybrid position in Seattle,WA.

This position is anticipated to close on Jun 24, 2026.

Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a ClearlyRated Best of Staffing® double diamond winner for both client and talent service.

The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email View email address on ziprecruiter.com for other accommodation options.

San Francisco Fair Chance Ordinance: Pursuant to the San Francisco Fair Chance Ordinance, for all positions located in the city and county of San Francisco, we will consider for employment qualified applicants with arrest and conviction records.

Massachusetts Lie Detector: It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.

Use of Artificial Intelligence (AI): We may use Artificial Intelligence (AI) to support parts of our hiring process, including sourcing, screening, and evaluating candidates. AI helps assess applications and qualifications, but final decisions are made by our hiring team. By applying, you acknowledge and agree that your application may be reviewed using AI tools.