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Administrative Assistant - Legal and Compliance

Administrative Assistant - Legal and Compliance

5 Star RecruitmentSan Jose, California, United States
30+ days ago
Job type
  • Full-time
  • Part-time
  • Quick Apply
Job description

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. 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 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.

    • 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

    • 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.
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    Legal Administrative Assistant • San Jose, California, United States