Administrative Assistant – Legal and Compliance

Experience level: Mid-senior

Experience required: 6 Years

Education level: Bachelor’s degree

Job function: Administrative

Industry: Financial Services

Pay rate : $53 per hour

Total position: 1

Relocation assistance: No

Visa sponsorship eligibility: No

Job Description: 

Seeking a dependable and detail-oriented Part-Time Administrative Assistant to support both the Legal and Compliance team. 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.

Mail Management (Primary):

• Open, sort, and scan incoming legal and operational mail (approx. 4–5 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 Litigation Tool Data Entry:
• 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.

Notes from Hiring Manager:

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 (4–5 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

MUST HAVE:

• Experience in administrative, legal, or executive assistant roles.
• Proficiency in scanners, digital filing systems, Google Workspace.
• Must handle sensitive legal and compliance information with discretion.
• Experience in Mail management, Legal administrative support and Data Entry.
• Knowledge of case and legal order management tools Safari and JIRA.

Screening question:

1.) What is the candidate’s full legal name?

2.) Please provide candidate’s Month and Day of DOB and the last four digits of their SSN (required for submission to client as a unique identifier):

3.) What is candidate’s desired hourly pay rate?

4.) Please provide the link to candidate’s LinkedIn profile:

5.) Is the candidate legally authorized to work in the US for any employer?

6.) Will the candidate now or in the future, require immigration sponsorship for work authorization (for example, H-1B status)?

7.) Has the candidate applied or been interviewed for any role with this company in the past? If so, please provide details.

8.) Please Select

9.) Where is the candidate located? If candidate is not near the job location, please explain relocation plan in detail (e.g. timeline, relocating with family, selling/buying property)

BILL