Calendar Clerk / Receptionist

Rosen Saba, LLP; El Segundo (CA); On-site; USD 56,000 - 66,000; Full time

Benefits offered by this job

Healthcare contribution

401(k) plan with employer matching

Paid time off

Weekly office lunches

Flexible management

Job summary

Rosen Saba, LLP in El Segundo, CA, is seeking a Calendar Clerk/Receptionist to manage the firm’s calendar and support attorneys. This full-time, onsite role runs Monday through Friday from 9:00 a.m. to 5:00 p.m., ensuring deadlines are met and client service stays superb.

You will coordinate with courts, engage in front-office tasks, and assist with general administrative duties. Proficiency with Microsoft 365 and openness to AI tools for improved workflow are required.

Qualifications

• Calendaring in a law firm, familiar with CA and federal rules.
• Strong organizational skills to manage multiple deadlines.
• Proactive communicator comfortable interfacing with attorneys.
• Proficiency with Microsoft 365 and willingness to leverage AI tools for workflow.
• Experience in a legal environment with attention to detail.

Responsibilities

• Maintain the firm's calendar with trial, deposition, and filing dates.
• Monitor court statuses and reconcile with internal calendars; update dates.
• Conduct daily check-ins with attorneys to capture changes and needs.
• Calculate litigation deadlines per court rules, adjusting for holidays and weekends.
• Provide receptionist duties and assist front-office tasks as needed.
• Support attorneys and staff with general office duties.

Skills

Calendaring expertise

Organizational skills

Communication abilities

Technological proficiency

Legal environment familiarity

Detail orientation

Microsoft 365

AI tools

Tools

Microsoft 365

AI tools

Job description

Are you proficient in managing complex legal calendars, ensuring nothing falls through the cracks?

Do you thrive in a role where organization, detail, and proactive communication are key to success?

Can you adapt to varying attorney work styles while maintaining a cohesive workflow?

Is your approach to task management driven by a sense of urgency and precision?

Final question: When faced with a challenge, do you get excited or run away?

Rosen Saba, LLP is a distinguished full-service civil litigation firm recognized across California for its commitment to integrity, creativity, and diligence. Founded with the mission to provide high-quality, cost-effective legal services, the firm represents both plaintiffs and defendants, navigating the intricacies of complex legal disputes with expertise and dedication.

The firm's history is marked by significant successes in areas like breach of contract, fraud, professional negligence, and more. With a deep-rooted philosophy centered on ethics and professionalism, Rosen Saba stands as a pillar of legal advocacy, ensuring each case is handled with meticulous care to achieve the desired client outcomes. The team, comprising experienced partners and dedicated attorneys, is fully integrated into every case, fostering an environment of trust and mutual respect.

This newly established Calendar Clerk/Receptionist role exists to relieve the administrative burden from paralegals and legal assistants, allowing them to focus more on attorney-specific tasks. As the cornerstone of our workflow, this position ensures all legal deadlines are met with precision, supporting the firm's mission of diligent and ethical legal practice. The role directly impacts our ability to deliver superb client service by keeping attorneys organized and ahead of their obligations. This is a full-time, onsite position working Monday through Friday, approximately 9:00 a.m. to 5:00 p.m.

What you’ll do:

• Calendar Management: Accurately maintain the firm's legal calendar, ensuring all trial, deposition, and filing dates are correctly entered and updated.
• Court & Case Status Monitoring: Conduct regular case-by-case status checks with the courts, compare court information against the firm's internal calendar, identify new or changed dates, and promptly correct discrepancies.
• Daily Check-ins: Engage with attorneys twice daily to capture new dates, changes, and immediate needs.
• Deadline Calculation: Apply knowledge of California state and federal court rules to accurately calculate litigation deadlines, including applicable court-day versus calendar-day requirements and adjustments for weekends, court holidays, and closure dates.
• Reception Duties: Provide shared phone coverage and assist with front-office responsibilities as needed.
• Administrative Support: Assist with general office duties, supporting attorneys and staff as capacity allows.
• Technology Integration: Utilize Microsoft 365 and contribute to the incorporation of AI tools for improved workflow efficiency.

What we’re looking for:

• Calendaring Expertise: Experience with court calendaring in a law firm environment, understanding California and federal court rules.
• Organizational Skills: Outstanding ability to manage multiple tasks and prioritize deadlines effectively.
• Communication Abilities: Strong, proactive communicator comfortable engaging directly with attorneys.
• Technological Proficiency: Skilled in Microsoft 365 applications, with openness to leveraging AI tools for task management.
• Legal Environment Familiarity: Prior experience in a law firm, understanding attorney work styles and the importance of deadlines.
• Detail Orientation: Meticulous attention to detail to ensure accuracy in all calendaring and communication tasks.

Why you should work here:

• Growth Opportunity: Develop substantial legal knowledge and skills within a supportive boutique firm environment.
• Collaborative Culture: Work directly with attorneys and experienced legal staff in a team-oriented setting.
• Learning and Innovation: Engage with evolving technology, including AI and workflow automation, to enhance efficiency and support your work.
• Dynamic Engagement: Enjoy autonomy in your role with a platform to develop personalized systems for effective workload management.
• Competitive Compensation: Approximately $40.87–$48.08 per hour, depending on experience and qualifications.
• Healthcare Contribution: Dental and vision are covered 100% by the firm, and that the firm contributes $550 per month toward health insurance
• Retirement Plan: 401(k) plan with employer matching.
• Paid Time Off: Paid time off is included as part of the firm's benefits package.
• Weekly Lunches: Benefit from complimentary office lunches each week.
• Flexible Management: Leadership offers reasonable flexibility for personal appointments and family obligations.

This role is pivotal in maintaining Rosen Saba's high standards of legal service. If you're ready to take on a challenging and rewarding position where your skills will make a significant impact, we invite you to apply and become a valued member of our team.