Administrative Assistant

Administrative Assistant - Legal and Compliance

San Jose, CA

Must be a US Citizen or Green Card holder.

nted 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.

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 (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

Required Knowledge, Skills, and Abilities: (Companies ATS Questions):

1. Do you have Experience in administrative, legal, or executive assistant roles.

2. Do you have Proficiency in scanners, digital filing systems, Google Workspace.

3. Do you have Must handle sensitive legal and compliance information with discretion.

4. Do you have Experience in Mail management, Legal administrative support and Data Entry.

5. Do you have Knowledge of case and legal order management tools Safari and JIRA.

6. Must be a US Citizen or Green Card holder.