Administrative / Legal Assistant
About The Position
The Administrative/Legal Assistant provides high-level administrative, legal, and client-facing support directly to the firm’s Managing Attorney. This role acts as a trusted gatekeeper, coordinator, and operations partner, ensuring daily priorities are prepared in advance, communication is streamlined, and clients receive exceptional service. The position blends executive support, legal assistance, and client relationship management, which may include some marketing and sales support. This role is full-time, in-person, and serves both our San Clemente and Laguna Hills offices for various administrative and legal needs.
Requirements
- Detail-oriented and organized
- Strong written and verbal communication skills, including representing the Managing Attorney by phone, email, or in-person to clients, referral sources, and other third-parties
- Professional, war,m and client-facing
- Manage fast-paced, ever-changing priorities and tasks independently
- Ability to maintain confidentiality and handle delicate (including personal) information forthe Managing Attorney
- Must be a commissioned notary public (ready to notarize documents)
- Possess a valid driver’s license and reliable transportation, and work in-person and be willing to travel to our San Clemente and Laguna Hills offices, depending on the needs of the Managing Attorney and the firm
Responsibilities
- Proactively manage the Managing Attorney’s calendar, daily priorities, deadlines, and task lists
- Prepare daily materials, files, client information, and documents needed to complete scheduled tasks and meetings
- Monitor and triage emails and correspondence, ensuring timely responses and appropriate follow-up
- Serve as a gatekeeper for clients, staff, and vendors — prioritizing communications and protecting the attorney's focus
- Coordinate meetings, consultations, internal staff communication, and scheduling between offices
- Serve as a primary client and prospect liaison for scheduling, follow-up, reminders, and general support
- Conduct post-consultation and post-seminar follow-up with prospective and current clients
- Ensure smooth onboarding of new clients and ongoing communication throughout the engagement
- Assist with the preparation of consultation materials and client files
- Prepare estate planning binders and client document packages
- Support signing appointments and consultations, including notarizing documents
- Serve as an in-house Notary Public
- Assist with copying, scanning, data entry, file organization, and document processing
- Maintain organized client records in accordance with firm procedures
- Travel between San Clemente and Laguna Hills offices as needed to support consultations, signings, and operations
- Coordinate materials, files, and documents between locations
- Assist with preparation, coordination, and on-site support for educational seminars and presentations
- Support check-in, materials distribution, follow-up coordination, and client engagement
- Serve as a point of contact for seminar attendees and prospective clients
- Assist with internal workflow coordination and task tracking
- Help ensure deadlines, client deliverables, and follow-ups are completed on time
- Support office efficiency and maintain a high standard of professionalism and organization
- Perform other duties and tasks as assigned to support attorneys, clients, and firm operations
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
No Education Listed
