Legal Practice Assistant: Client Intake & Office Ops

Confidential Law Firm; Wilmington (DE); On-site; USD 42,000 - 62,000; Full time

Job summary

Confidential Law Firm is seeking an organized administrative professional to manage client intake, document preparation, and calendar logistics in an in-office role. You will support attorneys, handle routine client communications, and maintain accurate matter files.

You will also assist with time entry, expenses, and billing processes, acting as a backup to the billing workflow as needed and helping with client development tasks.

Responsibilities

• Coordinate intake from start to finish: conflict checks, opening clients and matters, preparing engagement letters, routing reviews and approvals, and tracking signatures and retainers
• Keep status records current and update the team on engagement progress
• Edit and prepare documents, scan, assemble PDFs, and prep documents for electronic signature
• Send client communications and handle routine requests
• Manage calendars and logistics, including meetings, travel, meals, conferences, and CLEs
• Learn attorneys' client preferences to anticipate needs and handle recurring tasks with less direction
• Maintain electronic matter files and save emails and documents to the right workspace
• Track annual meetings, monitor calendars, and keep records ready for year-end review
• Maintain accurate client, matter, and contact records and related spreadsheets
• Enter attorney time and process expenses accurately and on time
• Provide billing backup and follow established processes for hourly/fixed-fee arrangements
• Support client development and other practice group needs

Job description

Confidential Law Firm is seeking an organized administrative professional to manage client intake, document preparation, and calendar logistics in an in-office role. You will support attorneys, handle routine client communications, and maintain accurate matter files.

You will also assist with time entry, expenses, and billing processes, acting as a backup to the billing workflow as needed and helping with client development tasks.