Administrative Assistant - Legal and Compliance

KLM Careers; San Jose (CA); On-site; USD 27,552 - 41,328; Part time

Job summary

A legal and compliance department is looking for a part-time Administrative Assistant in San Jose, CA. This onsite role involves managing sensitive information, supporting legal operations, and ensuring administrative efficiency. Key responsibilities include mail management, legal documentation, and data entry. Ideal candidates should have previous administrative experience, strong attention to detail, and proficiency in Google Workspace. This position requires meticulousness and confidentiality handling skills.

Qualifications

• Previous experience in an administrative, legal, or executive assistant role preferred.
• Strong attention to detail and ability to handle confidential information with discretion.
• Excellent organizational and communication skills.

Responsibilities

• Open, sort, and scan incoming legal and operational mail.
• Enter case information in our litigation management system.
• Prepare, edit, and organize legal or business documents.

Skills

Attention to detail

Organizational skills

Communication skills

Proficiency in Google Workspace

Confidentiality handling

Tools

JIRA

Digital filing systems

Scanners

Job description

Administrative Assistant - Legal and Compliance CA

Must be a US Citizen or Green Card holder.

Part‑time Administrative Assistant to support both the Legal and Compliance team. This onsite role is ideal for someone who thrives in a structured environment, is highly organized, and can maintain confidentiality while managing sensitive information. The assistant will play a key role in supporting legal operations and ensuring day‑to‑day administrative efficiency.

Mail Management (Primary)

• Open, sort, and scan incoming legal and operational mail (approx. 45 hours/week)
• Digitally distribute mail to the appropriate team members or
• Maintain secure handling and storage of sensitive or confidential materials
• Review incoming legal emails and upload digital files to our legal order management tool
• Identify key information (such as name of serving party, case number, type of legal order) and enter this information into the legal order management tool Litigation Tool Data Entry

Litigation Tool Data Entry

• Enter and update case information in our litigation management system
• Assist with organizing and maintaining accurate legal records
• Generate and distribute basic reports as needed

Legal Administrative Support

• Prepare, edit, and organize legal or business documents
• Help with ad‑hoc legal requests

Qualifications

• Previous experience in an administrative, legal, or executive assistant role preferred
• Strong attention to detail and ability to handle confidential information with discretion
• Proficient in using scanners, digital filing systems, and Google Workspace
• Reliable, professional, and self‑motivated
• Excellent organizational and communication skills
• Ability to learn or knowledge of case and legal order management tools Safari and JIRA

Schedule

Monday, Tuesday, and Thursday - 10 hours/week, onsite in San Jose, CA (Hybrid not applicable). Primary onsite location.

Key Focus Areas

• Mail management opening, sorting, scanning, and securely distributing incoming legal/operational mail (45 hours/week)
• Reviewing incoming legal emails and uploading digital files to the legal order management tool

Confidentiality

• Must handle sensitive legal and compliance information with discretion

Required Skills/Tools

• Experience in administrative, legal, or executive assistant roles preferred
• Proficiency in scanners, digital filing systems, Google Workspace
• Strong attention to detail, organizational skills, and reliability