Legal Administrative Assistant (2+ yrs) – Newport Beach

• Position Locations: Newport Beach
• Salary: $80,000 - $95,000
• Schedule: 4/1 Hybrid
• Practice Area: LITIGATION

Firm Description:


Position Description:

Legal Administrative Assistant

Our client, an elite international law firm, is seeking an experienced Legal Administrative Assistant to join its Newport Beach office. This highly visible role provides comprehensive administrative, client service, and operational support to attorneys across litigation and corporate practices.

The ideal candidate is proactive, highly organized, and service-oriented, with the ability to anticipate attorney and client needs while managing multiple priorities in a fast-paced professional environment.

Responsibilities

Attorney & Practice Support

• Provide high-level administrative support to attorneys and legal teams
• Manage attorney calendars, email inboxes, phone communications, and follow-up tasks
• Coordinate meetings, conference calls, and travel arrangements
• Assist with document preparation, editing, formatting, and distribution
• Support attorneys with legal research projects, spreadsheet creation, and administrative tasks
• Assist trial and transaction teams with matter-related support and logistics
• Coordinate with external vendors such as court reporters, translators, and litigation support providers
• Maintain notary commission and provide notarial services as needed

Client & Matter Administration

• Assist with new client and matter intake processes
• Coordinate conflict-check and matter-opening procedures
• Support attorneys with court filing processes and related procedural requirements
• Serve as a liaison between attorneys and internal departments to ensure efficient matter management

Litigation & Transactional Support

• Assist litigation teams with document management, filings, and case support
• Assist transaction teams with closing logistics, document organization, and administrative coordination
• Support trial teams onsite when required, including occasional travel and after-hours support
• Prepare, scan, file, organize, and distribute legal and business documents

Marketing & Business Development

• Prepare and update:
  • Attorney biographies
  • Pitch materials
  • Client presentations
  • Marketing collateral
• Maintain attorney contact databases and CRM records
• Conduct internet and industry research to support business development initiatives
• Track attorney marketing activities, speaking engagements, conferences, and client development efforts
• Assist with client events, sponsorships, and business development projects

Internal Collaboration

• Coordinate with administrative departments including:
  • Information Technology
  • Billing
  • Travel Services
  • Office Services
  • Document Production
  • Business Development
• Collaborate with assistants and administrative professionals across offices to ensure seamless attorney support

Qualifications

• Minimum 2 years of experience in a legal or professional services environment
• Strong administrative and organizational skills
• Experience supporting attorneys or other professionals in a fast-paced environment
• Excellent verbal and written communication skills
• Strong proofreading and attention-to-detail abilities
• Ability to manage multiple priorities while meeting deadlines
• Highly proactive with strong follow-through and client-service instincts
• Ability to work independently while contributing to a collaborative team environment
• Strong discretion and ability to maintain confidentiality

Technical Skills

Proficiency with:

• Microsoft Word
• Microsoft Outlook
• Microsoft Excel
• Microsoft PowerPoint
• Time entry and billing systems
• Document management systems
• Legal research platforms
• Electronic court filing systems

Ideal Candidate

The successful candidate will be:

• A proactive self-starter
• Highly organized and detail-oriented
• Service-focused and responsive
• Comfortable working directly with attorneys and clients
• Skilled at managing shifting priorities
• Able to thrive under pressure and meet tight deadlines
• Professional, polished, and collaborative

Why This Opportunity

Our client offers professionals the opportunity to work within a sophisticated international legal practice while benefiting from:

• Direct interaction with attorneys and clients
• Exposure to high-profile litigation and transactional matters
• Strong professional development opportunities
• A collaborative and team-oriented culture
• Long-term career growth within a premier law firm platform

Compensation & Benefits

• Salary Range: $80,000 – $95,000 annually
• Compensation based on experience, qualifications, and overall fit

Benefits may include:

• Medical, dental, and vision insurance
• Retirement savings programs
• Paid time off and holidays
• Professional development opportunities
• Wellness programs and employee support resources

Location

• Newport Beach, California
• Hybrid schedule with approximately four days per week in the office

Apply Now

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