Administrative Assistant

22 hours ago

San Jose, United States Edgar Law Group LLP Full time
Description

We're searching for a diligent Administrative Legal Assistant to provide front-line administrative support, customer service, and direct legal support to our Legal & Tax Teams. As an Administrative Legal Assistant, you will play a critical role in ensuring the smooth operation of our office, supporting our teams to achieve excellence in client service and operational efficiency. This is a client-facing role with opportunities to interact with individuals and businesses from diverse backgrounds, ensuring their experience with our firm is professional and welcoming.

This role is ideal for an organized, detail-oriented professional who thrives in a fast-paced, client-centric environment. Join Edgar Law Group to make a meaningful impact in the lives of clients while developing your career in legal and administrative services.

Responsibilities

Client-Focused Tasks:
•Act as the first point of contact by answering calls and greeting visitors, ensuring a warm and professional environment.
•Follow up with potential new clients before and after initial consultations to ensure all necessary documentation and engagement materials are provided and received.
•Interact with clients to build relationships through phone, email, and in-person; schedule appointments and meetings, ensuring clear communication of expectations.
•Schedule and maintain appointments for clients and prospects, coordinating with team calendars to ensure deadlines are met.
•Assist in the onboarding process for new clients, including preparing engagement agreements and collecting necessary documentation.
•Maintain consistent and effective communication with clients to update them on appointments, deliverables, and firm expectations.

Legal Support Tasks:
•Maintain and organize the firm's calendar to track statutory deadlines, court appointments, and tax filings.
•Coordinate with the IRS, courts, and administrative agencies to manage schedules for hearings, motions, and appearances.

Administrative Tasks:
•Ensure office systems, calendars, and records are organized and reflect up-to-date information.
•Manage incoming mail by sorting, scanning, and routing it appropriately.
•File and organize documents within client files and sub-files to maintain an orderly system.
•Make copies and scan documents.
•Organize client files and ensure all correspondence, including voicemails and emails, are documented accurately.
•Handle office correspondence such as letters, emails, and thank-you notes.
•Oversee post-engagement activities and close files.

Qualifications

•Previous experience as a legal secretary, administrative assistant, or in a legal support role is required, preferably within a law firm dealing with tax or similar specialized legal practice.
•High ethical standards and the ability to handle sensitive or confidential information with discretion and maintain strict confidentiality in all aspects of client, firm, and cases.
•Experience managing client relationships and handling confidential information.
•You must demonstrate advanced proficiency in Microsoft Office Suite.
•Familiarity with legal document management systems and case management software is preferred.
•Experience with billing software and basic accounting principles for managing invoices and accounts receivable is preferred.
•Knowledge of legal terminology, document formats, and procedures relevant to tax law and general legal practice.
•Ability to draft, format, and prepare legal and tax documents accurately.
•Proactive problem-solving abilities to address and resolve office and client-related issues.
•Excellent verbal and written communication skills to interact effectively with clients, court officials, and internal teams.
•Strong organizational and time management skills to handle multiple tasks and deadlines efficiently.
•Detail-oriented to accurately manage files, calendar dates, and legal documentation.
•Strong interpersonal skills for building client relationships and effectively communicating with various stakeholders.
•Ability to work collaboratively in a team and independently with minimal supervision.
•Flexibility to adapt to changing priorities and new responsibilities as your role evolves.

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