Legal Administrative Assistant

Callahan Thompson Sherman & Caudill, LLP has been successfully representing individuals and businesses throughout California for nearly five decades. Our firm practices a wide range of litigation and transactional matters, including Business Formations, Business Transactions, Class Actions, Complex Litigation, Construction Defect, Employment, Intellectual Property, Labor & Employment, Personal Injury, Real Property, Trust Litigation, Wage & Hour matters, and many others.
With approximately 30 attorneys and offices located in Orange County and San Diego, we provide comprehensive legal services with a strong statewide presence. We are currently seeking a professional, organized, and service-oriented Legal Administrative Assistant to join our team.

1. Position Summary

The Legal Administrative Assistant serves as the first point of contact for clients, visitors, and callers and plays a critical role in supporting the firm's attorneys and administrative staff. This position requires exceptional communication skills, attention to detail, strong organizational abilities, and a commitment to providing outstanding client service.

1. Essential Duties and Responsibilities

• Serve as the first point of contact for clients, visitors, and callers.
• Professionally answer and route incoming telephone calls.
• Greet clients and visitors and provide exceptional customer service.
• Schedule conference rooms and assist with visitor logistics.
• Receive, process, and distribute incoming mail, deliveries, and courier packages.
• Prepare and open new client and matter files in accordance with firm procedures.
• Conduct conflict checks and coordinate file opening approvals.
• Maintain accurate client and matter information in the firm's case management system.
• Assist with file maintenance, document scanning, and records management.
• Coordinate outgoing mail and courier services.
• Maintain reception and common areas in a professional and welcoming manner, including coffee service, ordering refreshments, and keeping the kitchen and common areas organized.
• Assist attorneys and administrative personnel with general office support as needed.
• Perform other duties as assigned by the Firm Administrator.

1. Qualifications

• Prior experience in a law firm or professional services environment preferred.
• Excellent verbal and written communication skills.
• Strong customer service and interpersonal skills.
• Proficient in Microsoft Office Suite, including Outlook, Word, and Excel.
• Ability to manage multiple priorities and meet deadlines in a fast-paced environment.
• Exceptional attention to detail and organizational skills.
• Professional demeanor with a positive and team-oriented attitude.
• Ability to maintain confidentiality and handle sensitive information appropriately.

1. Education and Experience

• High school diploma or equivalent required.
• Associate degree or coursework in business administration, legal studies, or a related field is a plus.
• Previous administrative, receptionist, or legal support experience preferred.

1. Benefits

We offer a competitive compensation package and a collaborative work environment, including:

• Medical, dental, and vision insurance
• 401(k) plan
• Paid time off and paid holidays
• Professional development opportunities
• Supportive team environment

1. Join Our Team

If you are a highly organized professional with a commitment to exceptional client service and a desire to grow your career in the legal industry, we encourage you to apply.
Callahan Thompson Sherman & Caudill, LLP is an Equal Opportunity Employer and values diversity in the workplace.