Legal Administrative Assistant

Trulieve • Scottsdale, AZ

7d • Onsite

About The Position

The Legal Administrative Assistant is a core operational role within Trulieve’s Legal Department. The position manages legal billing, administers document management systems, coordinates new matter intake and outside counsel onboarding, and manages attorney calendars and schedules. The role also supports systems such as Legal Tracker and SharePoint, prepares routine correspondence, and serves as a liaison with internal teams. The position is based on-site at Trulieve’s Scottsdale headquarters and supports attorneys and outside counsel across U.S. time zones.

Requirements

• High school diploma or equivalent required.
• Four or more years of experience in legal administration or operations.
• Demonstrated experience managing legal billing.
• Proficiency with legal e-billing or matter management platforms, such as Legal Tracker or similar.
• Experience with new matter intake and onboarding outside counsel or law firms.
• Strong document and records management skills, including experience with Microsoft Office, DocuSign, and SharePoint or comparable document repositories.
• Demonstrated ability to leverage technology to improve efficiency, workflow, and quality.
• Ability to manage complex attorney calendars, deadlines, and competing priorities.
• Experience partnering with multiple internal and external business and legal partners.
• Excellent organizational and communication skills.
• Ability to manage multiple tasks and meet deadlines in a fast-paced environment.
• Ability to work with little supervision and variable degrees of supervision, independently and within a lean in-house team.
• Ability to prioritize workload, support high-volume contracting needs, and scale legal operations across a growing, multistate organization.
• Ability to understand and adapt to competing business and legal needs.
• Ability to type or otherwise input text on a computer and manipulate a mouse or similar adaptive device.
• Ability to speak clearly and understand others by telephone, in remote meetings, and in person.

Nice To Haves

• Associate’s or bachelor’s degree preferred.

Responsibilities

• Own and maintain attorney and department calendars, including scheduling appointments, coordinating internal and external meetings, and prioritizing competing demands across multiple attorneys.
• Arrange meeting logistics, including conference rooms, video conferencing, materials, and travel, and proactively identify and resolve scheduling conflicts.
• Manage the end-to-end legal billing process, including intake, review, processing, and tracking of outside counsel invoices, settlement payments, and vendor payments through Legal Tracker in coordination with Accounts Payable.
• Onboard outside counsel and law firms by collecting engagement letters and W-9s and confirming acceptance of Outside Counsel Billing Guidelines.
• Serve as the primary point of contact for billing inquiries from outside counsel, vendors, Finance, and Accounts Payable, escalating unresolved issues to attorneys or LegalOps.
• Administer new matter intake, including reviewing requests, opening and categorizing matters in Legal Tracker, and ensuring required information and approvals are complete and accurate.
• Monitor and organize the Legal Department’s shared Legal Inbox, triaging requests and routing them to the appropriate attorney or team member.
• Administer and maintain Legal Department document management systems, ensuring documents are organized, properly named, version-controlled, and stored according to department standards.
• Assist LegalOps with creating, maintaining, and updating process documentation, operational manuals, and standard operating procedures, and keep departmental records and resources current.
• Act as an inter-departmental liaison as needed to support the Legal Department.
• Manage Scottsdale office operations, including ordering and maintaining supplies and equipment, coordinating with facilities and building management, arranging repairs and service requests, and keeping the workspace stocked and organized.
• Handle mailing and courier services for legal documents and filings, including business-critical FedEx, UPS, USPS, and certified mail, and maintain transmittal records.
• Draft routine correspondence using attorney-approved templates.
• Provide clerical and general administrative support to the Legal Department and perform other assigned administrative duties.

Benefits

• Comprehensive benefits package
• Paid time off

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED