Administrative Assistant - Legal and Compliance

Administrative Assistant - Legal and Compliance

San Jose, CA

Must be a US Citizen or Green Card holder.

Position: Part-Time Administrative Assistant

Location: San Jose, CA

This onsite role is ideal for someone who thrives in a structured environment, is highly organized, and can maintain confidentiality while managing sensitive information. The assistant will play a key role in supporting legal operations and ensuring day-to-day administrative efficiency.

Responsibilities

• Mail Management (Primary):
• Open, sort, and scan incoming legal and operational mail (approx. 45 hours/week)
• Digitally distribute mail to the appropriate team members or systems
• Maintain secure handling and storage of sensitive or confidential materials
• Review incoming legal emails and upload digital files to our legal order management tool
• Identify key information (such as name of serving party, case number, type of legal order) and enter this information into the legal order management tool
• Enter and update case information in our litigation management system
• Assist with organizing and maintaining accurate legal records
• Generate and distribute basic reports as needed
• Legal Administrative Support:
• Prepare, edit, and organize legal or business documents
• Help with ad hoc legal requests

Qualifications

• Previous experience in an administrative, legal, or executive assistant role preferred
• Strong attention to detail and ability to handle confidential information with discretion
• Proficient in using scanners, digital filing systems, and Google Workspace
• Reliable, professional, and self-motivated
• Excellent organizational and communication skills
• Ability to learn or knowledge of case and legal order management tools Safari and JIRA.

Schedule

Monday, Tuesday, and Thursday

Hours

10 hours/week, onsite in San Jose, CA (Hybrid not applicable this role is primarily onsite)

Key Focus Areas

• Mail management opening, sorting, scanning, and securely distributing incoming legal/operational mail (45 hours/week)
• Reviewing incoming legal emails and uploading digital files to the legal order management tool
• Data entry for litigation management system entering case details, maintaining records, generating reports
• Legal administrative support preparing/editing documents, handling ad hoc requests

Confidentiality

• Must handle sensitive legal and compliance information with discretion

Required Skills/Tools

• Experience in administrative, legal, or executive assistant roles preferred
• Proficiency in scanners, digital filing systems, Google Workspace
• Strong attention to detail, organizational skills, and reliability