Legal Administrative Assistant

Callahan, Thompson, Sherman & Caudill, LLP; Irvine (CA); On-site; USD 40,000 - 55,000; Full time

Benefits offered by this job

Medical, dental, and vision insurance

401(k) plan

Paid time off and paid holidays

Professional development opportunities

Supportive team environment

Job summary

Callahan Thompson Sherman & Caudill, LLP in California is seeking a Legal Administrative Assistant to serve as the first point of contact for clients, visitors, and callers. The role supports attorneys and staff, manages files, and oversees routine office tasks in a fast-paced environment.

The ideal candidate has experience in a law firm or professional services setting, strong communication skills, and proficiency in MS Office.

Qualifications

• High school diploma or equivalent required.
• Associate degree or coursework in business administration, legal studies, or a related field is a plus.
• Previous administrative, receptionist, or legal support experience preferred.

Responsibilities

• Serve as the first point of contact for clients, visitors, and callers.
• Professionally answer and route incoming telephone calls.
• Greet clients and visitors and provide exceptional customer service.
• Schedule conference rooms and assist with visitor logistics.
• Receive, process, and distribute incoming mail, deliveries, and courier packages.
• Prepare and open new client and matter files in accordance with firm procedures.
• Maintain accurate client and matter information in the firm's case management system.
• Assist with file maintenance, document scanning, and records management.
• Coordinate outgoing mail and courier services.
• Maintain reception and common areas in a professional and welcoming manner, including coffee service, ordering refreshments, and keeping the kitchen and common areas organized.
• Assist attorneys and administrative personnel with general office support as needed.
• Perform other duties as assigned by the Firm Administrator.

Skills

Law firm experience

Excellent communication

Customer service

Microsoft Office Suite

Multitasking

Attention to detail

Education

High school diploma

Associate degree or coursework in business/legal studies

Tools

Outlook

Word

Excel

Job description

Callahan Thompson Sherman & Caudill, LLP has been successfully representing individuals and businesses throughout California for nearly five decades. Our firm practices a wide range of litigation and transactional matters, including Business Formations, Business Transactions, Class Actions, Complex Litigation, Construction Defect, Employment, Intellectual Property, Labor & Employment, Personal Injury, Real Property, Trust Litigation, Wage & Hour matters, and many others.

With approximately 30 attorneys and offices located in Orange County and San Diego, we provide comprehensive legal services with a strong statewide presence. We are currently seeking a professional, organized, and service-oriented Legal Administrative Assistant to join our team.

Position Summary

The Legal Administrative Assistant serves as the first point of contact for clients, visitors, and callers and plays a critical role in supporting the firm's attorneys and administrative staff. This position requires exceptional communication skills, attention to detail, strong organizational abilities, and a commitment to providing outstanding client service.

Essential Duties and Responsibilities

• Serve as the first point of contact for clients, visitors, and callers.
• Professionally answer and route incoming telephone calls.
• Greet clients and visitors and provide exceptional customer service.
• Schedule conference rooms and assist with visitor logistics.
• Receive, process, and distribute incoming mail, deliveries, and courier packages.
• Prepare and open new client and matter files in accordance with firm procedures.
• Conduct conflict checks and coordinate file opening approvals.
• Maintain accurate client and matter information in the firm's case management system.
• Assist with file maintenance, document scanning, and records management.
• Coordinate outgoing mail and courier services.
• Maintain reception and common areas in a professional and welcoming manner, including coffee service, ordering refreshments, and keeping the kitchen and common areas organized.
• Assist attorneys and administrative personnel with general office support as needed.
• Perform other duties as assigned by the Firm Administrator.

Qualifications

• Prior experience in a law firm or professional services environment preferred.
• Excellent verbal and written communication skills.
• Strong customer service and interpersonal skills.
• Proficient in Microsoft Office Suite, including Outlook, Word, and Excel.
• Ability to manage multiple priorities and meet deadlines in a fast-paced environment.
• Exceptional attention to detail and organizational skills.
• Professional demeanor with a positive and team-oriented attitude.
• Ability to maintain confidentiality and handle sensitive information appropriately.

Education and Experience

• High school diploma or equivalent required.
• Associate degree or coursework in business administration, legal studies, or a related field is a plus.
• Previous administrative, receptionist, or legal support experience preferred.

Benefits

• Medical, dental, and vision insurance
• 401(k) plan
• Paid time off and paid holidays
• Professional development opportunities
• Supportive team environment

Join Our Team

If you are a highly organized professional with a commitment to exceptional client service and a desire to grow your career in the legal industry, we encourage you to apply.

Callahan Thompson Sherman & Caudill, LLP is an Equal Opportunity Employer and values diversity in the workplace.