Administrative Assistant

2 weeks ago

San Jose, CA, United States Staff Finders Inc Full time

About the job Administrative Assistant - Legal and Compliance

Administrative Assistant Legal and Compliance
Financial Services Industry
Mid-Senior Level | 6 Years Experience Required | Bachelors Degree

Job Summary

We are seeking a dependable and detail-oriented Legal Administrative Assistant to provide part-time support to the Legal and Compliance team. This onsite role in San Jose, CA is ideal for someone who thrives in a structured environment, is highly organized, and can maintain confidentiality while handling sensitive information. The Administrative Assistant will play a key role in supporting legal operations, ensuring accurate recordkeeping, and maintaining efficient administrative processes.

Responsibilities

  • Manage incoming mail, including opening, sorting, scanning, and distributing sensitive legal and operational documents
  • Review incoming legal emails, upload digital files, and enter data into the legal order management system
  • Enter and update case details in the litigation management system, maintaining accurate and up-to-date records
  • Generate and distribute reports as requested by the Legal and Compliance team
  • Prepare, edit, and organize legal and business documents
  • Support ad hoc administrative and legal requests as needed
  • Maintain secure handling of confidential materials at all times
Required Qualifications
  • 6+ years of experience in administrative, legal, or executive assistant roles
  • Bachelors degree required
  • Strong proficiency with scanners, digital filing systems, and Google Workspace
  • Knowledge of case and legal order management tools such as Safari and JIRA
  • Demonstrated ability to handle confidential information with discretion
  • Strong attention to detail, organizational skills, and reliability
  • Experience supporting mail management, data entry, and legal administrative tasks
Work Schedule
  • Part-time, 10 hours per week
  • Onsite in San Jose, CA (Hybrid not applicable)
  • Schedule: Monday, Tuesday, and Thursday

Work Environment

This role is onsite and requires professional interaction with the Legal and Compliance team. The position demands discretion, reliability, and a strong commitment to accuracy and confidentiality in daily responsibilities.

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