Legal Administrative Assistant

Lovisa Pty Ltd; Torrance (CA); On-site; USD 60,000 - 85,000; Full time

Job summary

Lovisa Pty Ltd is seeking a highly organized Legal Administrative Assistant to support the Legal Department with document management, deadlines, and meeting coordination. The role handles confidential information in a fast-paced corporate environment and requires professionalism and discretion.

The candidate will prepare and file documents, track renewals and important dates, and assist with invoices, meetings, and special projects while collaborating with attorneys and internal teams to ensure

Qualifications

• 2+ years in administrative or legal administrative roles.
• Experience supporting a legal department or law firm preferred.
• Strong organizational and time-management skills.
• Excellent written and verbal communication abilities.
• Strong attention to detail and accuracy.
• Ability to prioritize tasks and meet deadlines.
• Experience with document or contract management systems is a plus.
• Handle confidential information with professionalism and discretion.
• Able to work independently and with a team.
• Strong problem-solving skills and proactive attitude.

Responsibilities

• Provide administrative support to the Legal Department and attorneys.
• Organize, maintain, and update legal files, records, contracts, and correspondence.
• Assist with preparation, formatting, scanning, filing, and distribution of legal documents.
• Maintain accurate electronic and physical filing systems.
• Track legal agreements, renewals, deadlines, and important dates.
• Assist with contract administration and document routing for signatures.
• Coordinate meetings, conference calls, calendars, and appointments for the Legal Department.
• Prepare meeting agendas, notes, and follow-up materials as needed.
• Assist with organizing information and documents for legal matters, audits, claims, and disputes.
• Conduct basic research and gather information at the direction of legal team members.
• Communicate with internal departments, outside counsel, vendors, landlords, and other external parties as appropriate.
• Assist with invoice processing, expense reports, and legal department administrative records.
• Maintain strict confidentiality of company, employee, customer, and legal information.
• Support the Legal Department with special projects and administrative tasks as assigned.
• Ensure documents and records are handled accurately and in accordance with company policies.

Skills

Legal document management

Organizational skills

Communication skills

Microsoft Office

Time management

Job description

Position Summary

Lovisa is seeking a highly organized and detail-oriented Legal Administrative Assistant to provide administrative and organizational support to the Legal Department. This role will assist with managing legal documents, coordinating deadlines and meetings, maintaining confidential records, and supporting attorneys and legal team members with day-to-day administrative needs.

The ideal candidate is professional, proactive, highly organized, and comfortable working with confidential and sensitive information in a fast-paced retail corporate environment.

Key Responsibilities

• Provide administrative support to the Legal Department and attorneys.
• Organize, maintain, and update legal files, records, contracts, and correspondence.
• Assist with preparation, formatting, scanning, filing, and distribution of legal documents.
• Maintain accurate electronic and physical filing systems.
• Track legal agreements, renewals, deadlines, and important dates.
• Assist with contract administration and document routing for signatures.
• Coordinate meetings, conference calls, calendars, and appointments for the Legal Department.
• Prepare meeting agendas, notes, and follow-up materials as needed.
• Assist with organizing information and documents for legal matters, audits, claims, and disputes.
• Conduct basic research and gather information at the direction of legal team members.
• Communicate with internal departments, outside counsel, vendors, landlords, and other external parties as appropriate.
• Assist with invoice processing, expense reports, and legal department administrative records.
• Maintain strict confidentiality of company, employee, customer, and legal information.
• Support the Legal Department with special projects and administrative tasks as assigned.
• Ensure documents and records are handled accurately and in accordance with company policies.

Qualifications

• 2+ years of administrative, legal administrative, executive assistant, or related experience preferred.
• Previous experience supporting a legal department or law firm is strongly preferred.
• Strong organizational and time-management skills.
• Excellent written and verbal communication skills.
• Strong attention to detail and accuracy.
• Ability to prioritize multiple tasks and meet deadlines.
• Strong Microsoft Office skills, including Word, Excel, Outlook, and PowerPoint.
• Experience with document management or contract management systems is a plus.
• Ability to handle confidential and sensitive information with professionalism and discretion.
• Ability to work independently while also collaborating effectively with a team.
• Strong problem-solving skills and a proactive approach to work.

Preferred Skills

• Legal terminology and document-management experience.
• Experience working with contracts, leases, or corporate legal documents.
• Experience in a corporate or retail environment.
• Strong proofreading and document-formatting skills.
• Familiarity with electronic signature platforms such as DocuSign or Oneflow.
• Ability to manage multiple priorities in a fast-paced environment.

Key Competencies

• Organization & Time Management
• Attention to Detail
• Confidentiality & Professionalism
• Communication
• Follow-Through
• Problem Solving
• Teamwork
• Ability to Prioritize
• Professional Judgment

What We’re Looking For

We are looking for someone who is dependable, highly organized, and comfortable taking ownership of administrative responsibilities. The successful candidate will be able to manage competing priorities, communicate professionally with a variety of stakeholders, and provide reliable support to the Legal Department.