Legal Assistant - Hybrid

Direct Hire

Hybrid- 1 to 2 days per week in office

Pay rate: $35.00/hr

Start by 11/2/26

Legal Assistant

Position Overview

The Legal Assistant plays an important role in supporting the day-to-day operations of the law firm by providing client communication, administrative, and case management support. This position involves a variety of responsibilities, including prospective client intake, file management, scheduling, billing, and assisting with legal document preparation and case coordination.

The ideal candidate is organized, detail-oriented, proactive, and comfortable managing multiple tasks in a hybrid work environment.

Reporting Relationship

The Legal Assistant reports directly to the firm owner and works under their guidance and direction on all matters related to the position.

Key ResponsibilitiesClient Communication and Support

• Provide clients with regular updates regarding the status of their matters.
• Contact clients to request missing information, documents, and other materials needed to move matters forward.
• Draft routine client correspondence, emails, welcome letters, and closing letters at the attorney’s direction.
• Schedule client meetings, appointments, and document signings.
• Follow up with clients regarding outstanding documents, deadlines, and next steps.
• Prepare and send client invoices on behalf of the firm.
• Assist with post-consultation follow-up by communicating attorney-approved next steps and referrals when the firm is unable to accept a matter.

Prospective Client Intake and Lead Management

• Conduct prospective client intake calls to gather and document relevant information, including the nature of the legal issue, property and tenancy details, involved parties, key dates and deadlines, procedural history, and the prospective client’s objectives.
• Collect the names of relevant parties for conflict checks and flag potentially urgent or time-sensitive matters for attorney review.
• Prepare concise, organized intake summaries for the attorney’s review and maintain accurate records of prospective client communications.
• Request relevant documents and additional information from prospective clients before consultations, when appropriate.
• Schedule attorney consultations and communicate consultation fees, payment requirements, appointment procedures, and other relevant details.
• Conduct pre-consultation follow-up by phone and email, including confirming appointments and obtaining outstanding information or documents.
• Maintain and update the firm’s prospective client list and CRM, documenting lead status and the disposition of prospective matters.

Case Management and Legal Administrative Support

• Open new client matters in the firm’s case management system and create and maintain digital files.
• Record case-related costs and expenses in the firm’s case management system.
• Scan, organize, and maintain digital and physical files at the attorney’s office.
• Assist with preparing, organizing, and filing legal forms, notices, correspondence, and other documents as directed by the attorney.
• Assist with mailing, filing, and service of legal documents as directed.
• Communicate with courts, rent boards, administrative agencies, process servers, vendors, and other third parties regarding administrative matters as authorized by the attorney.
• Organize documents and case information for attorney consultations, hearings, filings, and other case-related activities.
• Track case deadlines, outstanding tasks, and follow-up items to help ensure matters progress efficiently.

Administrative and Professional Responsibilities

• Record and submit billable time in the firm’s time management system by the end of each business day.
• Participate in quarterly training on firm policies and procedures.
• Maintain accurate, organized records of assigned responsibilities and promptly communicate assignment status, progress, and outstanding items to the attorney.
• Complete assignments within established timelines and in accordance with the attorney’s direction and applicable matter workflows.

Qualifications and Experience

• Prior law firm experience is required.
• Experience using Clio Work and Clio Grow is required.
• Strong organizational skills and attention to detail, with the ability to manage multiple priorities and deadlines.
• Excellent written and verbal communication skills, particularly when interacting with clients and prospective clients.
• Ability to handle confidential client information with professionalism and discretion.
• Strong follow-up skills and the ability to work independently while following the attorney’s direction.
• Interest in and comfort with working in a hybrid law firm environment, balancing remote work with in-office responsibilities.

Work Environment

• This position operates in a hybrid environment, requiring the ability to perform administrative and client support duties remotely and in the attorney’s office as needed.