Legal Admin Specialist: Dual-Attorney Calendar & Intake

BlackWulff, LLC; Kentucky; Hybrid; USD 42,000 - 62,000; Full time

Job summary

BlackWulff, LLC in Kentucky is seeking a diligent legal assistant to manage calendars, intake notes, and document preparation for two attorneys with a shared staff. The role requires attention to deadlines and precise filing, with daily coordination of client communications and routine drafting.

You will file electronically with courts, maintain organized client files, and track time entries. Strong English and proficiency in MS Office/Google Workspace are essential for smooth daily operations.

Qualifications

• Two years supporting US attorneys or a US professional services firm.
• Able to work the full US business day with no gaps in coverage.
• Confident with MS Office or Google Workspace and at least one case management system (Clio/MyCase/PracticePanther).
• Comfortable with e-filing through CM/ECF and PACER, or able to learn quickly.
• Clear spoken and written English with a calm, professional demeanor.
• Organized enough to manage two caseloads in your head and flag issues early.

Responsibilities

• Maintain attorneys' calendars and flag conflicts before they arise.
• Diaries court dates, deadlines and internal review dates; follow up as needed.
• Schedule client calls, depositions and hearings across two caseloads.
• Draft routine letters and engagement letters from firm templates; prepare documents.
• File electronically with state and federal courts and confirm acceptance.
• Keep client files organized and current in the document system.
• Track billable time entries and chase missing entries.
• Order supplies and manage vendor contacts to keep operations smooth.

Skills

Calendar management

Client communication

Organizational skills

Attention to detail

Time management

Tools

Microsoft Office

Google Workspace

Clio

MyCase

PracticePanther

Job description

You keep a small US law firm running while the attorneys are in court. That means owning the calendar, the intake calls and the paperwork that has to be right the first time, for two attorneys with separate caseloads and a shared assistant. Most of the day is scheduling, drafting from templates and chasing the documents a matter needs before a deadline arrives. You are the first voice a client hears when they call, so a steady manner matters as much as a fast one. The role sits inside US business hours, so you are reachable in the moment rather than answering overnight.

Key responsibilities

Calendar and deadlines

• Maintain both attorneys' calendars and flag conflicts before they become one.
• Diarise court dates, filing deadlines and internal review dates, then follow up as they approach.
• Schedule client calls, depositions and hearings across two caseloads.

Client contact

• Answer inbound calls and take clear, complete intake notes.
• Update clients on status and next steps in plain language.
• Route urgent matters to the right attorney the same day.

Documents and filing

• Draft routine correspondence, engagement letters and forms from firm templates.
• Assemble exhibits and prepare documents for attorney review.
• File electronically with state and federal courts and confirm acceptance.

Firm administration

• Keep client files organised and current in the firm's document system.
• Track billable time entries and chase the ones that are missing.
• Order supplies and manage vendor contact so nobody else has to.

Qualifications

• At least two years supporting US attorneys or a US professional services firm.
• Able to work the full US business day with no gaps in coverage.
• Confident in Microsoft Office or Google Workspace and at least one case management system such as Clio, MyCase or PracticePanther.
• Comfortable with e-filing through CM/ECF and PACER, or able to learn it quickly.
• Clear spoken and written English, and a calm manner with clients who are having a bad day.
• Organised enough to hold two caseloads in your head and say early when something is going to slip.

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