Legal Administrative Assistant

Springborn Staffing; Portland (ME); On-site; USD 40,000 - 55,000; Full time

Benefits offered by this job

Comprehensive medical, dental, vision, and prescription coverage

Health Savings Account (HSA) and Flexible Spending Accounts (FSA)

Short-term and long-term disability and life insurance

401(k) and pension plan

Generous paid time off (22 days PTO) and 11 paid holidays

Job summary

Springborn Staffing is seeking a highly organized Legal Administrative Assistant to support a fast-paced legal practice in Portland, Maine. This role involves preparing legal documents, managing case files, coordinating court appearances, and providing administrative support to attorneys and paralegals. The ideal candidate should have a high school diploma with 2-3 years of administrative experience, strong Microsoft Office proficiency, and exceptional organizational skills. Benefits include comprehensive healthcare coverage, a 401(k) plan, generous PTO, and more.

Qualifications

• High school diploma required; an Associate's or Bachelor's degree or certification is a plus.
• 2–3 years of administrative or legal assistant experience preferred.
• Experience supporting a legal, litigation, or banking environment is a plus, but not required.

Responsibilities

• Prepare, process, and distribute legal documents and court filings.
• Support attorneys with case coordination and document management.
• Manage high-volume inbound and outbound mail.

Skills

Microsoft Office proficiency

Organizational skills

Time management

Written communication

Attention to detail

Education

High school diploma

Associate's or Bachelor's degree or certification

Tools

Legal case management systems

Job description

Position Summary

Our client is seeking a highly organized and detail-oriented Legal Administrative Assistant to support a fast-paced, high-volume legal practice. This role provides comprehensive administrative, clerical, and operational support to attorneys and paralegals, with a strong focus on document preparation, court coordination, and case management.

This is a critical position responsible for ensuring accuracy, compliance, and the timely execution of legal and administrative processes across multiple jurisdictions. The ideal candidate thrives in a deadline-driven environment and can effectively manage competing priorities.

Responsibilities

• Prepare, process, and distribute legal documents, including court filings, correspondence, and post-filing mailings
• Support attorneys and paralegals with case coordination, deadline tracking, e-filing, calendaring, and document management
• Manage high-volume inbound and outbound mail, including scanning, indexing, and distribution
• Coordinate court appearances, virtual hearings (Zoom) mediations, and related documentation
• Serve as a point of contact with courts, registries of deeds, vendors, and courier services
• Handle administrative tasks such as bankruptcy notifications and certified document requests
• Maintain and organize case files, including opening, closing, and archiving files
• Assist with office operations, including supplies, mail, and coordination with building management and IT support
• Process invoices, filing fees, reimbursements, and expense-related items
• Maintain attorney bar memberships, CLE registrations, and licensing renewals
• Provide support for priority deadlines, rush filings, and special projects

Qualifications

• High school diploma required; an Associate's or Bachelor's degree or certification is a plus
• 2–3 years of administrative or legal assistant experience preferred
• Experience supporting a legal, litigation, or banking environment is a plus, but not required
• Strong proficiency with Microsoft Office (Word, Excel) and ability to learn legal case management systems
• Excellent organizational and time management skills with the ability to multitask effectively
• Strong written communication and proofreading skills with attention to detail
• Professional communication skills and the ability to interact with internal and external stakeholders
• Ability to manage confidential information with discretion and professionalism
• Comprehensive medical, dental, vision, and prescription coverage
• Health Savings Account (HSA) and Flexible Spending Accounts (FSA)
• Short-term and long-term disability and life insurance
• 401(k) and pension plan
• Generous paid time off (22 days PTO) and 11 paid holidays