Legal Office Assistant — Calendar & Reception Support

Mullen & Filippi, LLP; Sacramento (CA); On-site; USD 28,000 - 29,000; Full time

Benefits offered by this job

Medical insurance

Dental insurance

Vision insurance

Life insurance

Paid time off

401(k) retirement plan

Job summary

Mullen & Filippi, LLP is seeking a full-time Office Assistant in Sacramento to support the Workers' Compensation defense practice. You will coordinate calendars, hearings, and deposits, manage case-related events, and provide front-office reception support while maintaining confidentiality and professional communication with clients, attorneys, and staff.

The role emphasizes strong organization, timely scheduling, accurate documentation, and effective coordination with courts, medical providers,

Qualifications

• High school diploma or equivalent required; Associate's degree preferred.
• 0-3 years of scheduling, legal support, medical coordination, or administrative experience.
• Prior experience in Workers' Compensation, insurance defense, or a legal environment is preferred.

Responsibilities

• Maintain and manage attorney calendars, including hearings, depositions, mediations, conferences, and deadlines.
• Coordinate deposition scheduling with opposing counsel, court reporters, interpreters, and videographers.
• Arrange QMEs, AMEs, and IMEs.
• Contact medical offices to schedule evaluations and confirm appointment details.
• Ensure proper authorizations and documentation are sent to providers.
• Coordinate interpreters, transportation vendors, and ancillary services as needed.
• Track and follow up on appointment confirmations, cancellations, and rescheduling.
• Serve as a central point of contact for scheduling communications with attorneys, clients, insurance adjusters, and vendors.
• Send calendar invitations, confirmation letters, and reminders to all parties.
• Maintain professional and timely communication with attorneys and staff.
• Update case management systems with all scheduled events and related notes.
• Assist with preparation of notices of deposition and other scheduling-related documents.
• Provide backup reception coverage during breaks, absences, and high-volume periods.
• Greet visitors, vendors, and guests.
• Coordinate outgoing mail, courier services, and shipments daily.
• Support high-volume scheduling across multiple attorneys and cases.
• Manage reservations and scheduling of conference rooms for meetings, depositions, mediations, and other events.
• Perform other clerical duties and projects as assigned.

Skills

Calendar management

Administrative support

Time management

Confidentiality

Written/verbal communication

MS Office

Reception duties

Organization

Education

High school diploma or equivalent

Associate's degree preferred

Tools

MS Office Suite

PDF software

Case management systems

Calendaring tools

Job description

Mullen & Filippi, LLP is seeking a full-time Office Assistant in Sacramento to support the Workers' Compensation defense practice. You will coordinate calendars, hearings, and deposits, manage case-related events, and provide front-office reception support while maintaining confidentiality and professional communication with clients, attorneys, and staff.

The role emphasizes strong organization, timely scheduling, accurate documentation, and effective coordination with courts, medical providers,