Legal Administrator

Ultimate Staffing Services; Irvine (CA); On-site; USD 39,000 - 48,000; Full time

Job summary

Ultimate Staffing Services in Irvine, CA seeks a diligent Legal Administrator to support attorneys and legal teams with daily operations. The role involves handling confidential documents, coordinating schedules, and maintaining case files to ensure efficient legal operations.

The ideal candidate will be highly organized with strong attention to detail and excellent communication skills, able to interact with clients, vendors, and external counsel as needed.

Qualifications

• High school diploma required; associate or bachelor’s preferred.
• Experience supporting attorneys or legal teams is a plus.
• Strong written and verbal communication skills.
• Excellent organizational and time management abilities; detail oriented.
• Ability to handle confidential information with discretion.

Responsibilities

• Provide administrative support to attorneys, legal staff, and leadership.
• Prepare, edit, format, and distribute legal documents and reports.
• Maintain and organize electronic and physical legal files.
• Coordinate calendars, meetings, and court deadlines.
• Monitor important legal dates, filings, and retention requirements.
• Manage invoices, expense reports, and billing records.
• Communicate with clients, vendors, and outside counsel as needed.
• Support preparation of legal filings and documentation.
• Conduct basic legal and administrative research.
• Ensure compliance with policies and confidentiality.

Skills

Administrative experience

Communication skills

Organization

Discretion with sensitive information

Multitasking

Education

High School Diploma

Associate's or Bachelor's degree preferred

Tools

Microsoft Word

Microsoft Excel

Microsoft Outlook

PowerPoint

Job description

Legal Administrator

Location: Irvine, CA
Schedule: Mon to Fri (8am-5pm)
Pay: $28-$35/hour
Type: Temp to Hire

The Legal Administrator provides administrative and operational support to attorneys and legal teams. This role is responsible for managing legal documentation, coordinating schedules, maintaining case files, communicating with internal and external stakeholders, and ensuring the efficient day-to-day functioning of legal operations. The ideal candidate is highly organized, detail-oriented, and capable of handling confidential information with professionalism and discretion.

Key Responsibilities

• Provide administrative support to attorneys, legal staff, and department leadership.
• Prepare, edit, format, proofread, and distribute legal documents, correspondence, and reports.
• Maintain and organize electronic and physical legal files and records.
• Coordinate attorney calendars, meetings, appointments, and court-related deadlines.
• Monitor and track important legal dates, filings, and document retention requirements.
• Assist with document management, contract administration, and legal recordkeeping.
• Communicate with clients, vendors, outside counsel, courts, and regulatory agencies as needed.
• Support the preparation and submission of legal filings and other required documentation.
• Conduct basic legal and administrative research as assigned.
• Process invoices, expense reports, and legal department billing records.
• Ensure compliance with company policies, legal procedures, and confidentiality requirements.
• Assist with special projects and other administrative duties as assigned.

Qualifications

• High school diploma or equivalent required; Associate's or Bachelor's degree preferred.
• Previous administrative experience required; experience in a legal, compliance, or corporate environment preferred.
• Strong proficiency with Microsoft Office Suite, including Word, Excel, Outlook, and PowerPoint.
• Excellent written and verbal communication skills.
• Strong organizational, multitasking, and time management abilities.
• Ability to handle confidential and sensitive information with discretion.
• High attention to detail and accuracy.
• Ability to work independently and collaboratively in a fast-paced environment.

Preferred Skills

• Experience with legal document management systems and electronic filing platforms.
• Knowledge of legal terminology, legal processes, and court procedures.
• Familiarity with contract administration and records management.
• Strong problem-solving and customer service skills.

Physical Requirements

• Ability to sit for extended periods and work at a computer.
• Ability to occasionally lift and move files or office materials up to 20 pounds.

All qualified applicants will receive consideration for employment without regard to race, color, national origin, age, ancestry, religion, sex, sexual orientation, gender identity, gender expression, marital status, disability, medical condition, genetic information, pregnancy, or military or veteran status. We consider all qualified applicants, including those with criminal histories, in a manner consistent with state and local laws, including the California Fair Chance Act, City of Los Angeles' Fair Chance Initiative for Hiring Ordinance, Los Angeles County Fair Chance Ordinance, and San Francisco Fair Chance Ordinance.