Legal Support Assistant

Frost Brown Todd Llp; Newport Beach (CA); On-site; USD 40,000 - 47,000; Full time

Job summary

FBT Gibbons LLP is seeking a Legal Support Assistant to join the Client Support Team, providing high-quality administrative and legal support to attorneys and colleagues in a collaborative environment.

The ideal candidate has an associate or bachelor's degree and experience in administrative, office, or legal support roles, with proficiency in Microsoft Office and CST workflow software. This fast-paced position requires strong organization and communication skills.

Qualifications

• Associate or bachelor’s degree required.
• Prior administrative, office, or legal support experience preferred.
• Proficiency with Microsoft Office and firm-specific CST workflow software.

Responsibilities

• Learn firm procedures and CST workflow standards.
• Enter and manage support requests with timely communication to attorneys/timekeepers.
• Monitor task queue and take on new tasks to maintain workflow.
• Prepare and format routine legal documents and client files.
• Assist with calendar management, meetings, and travel arrangements as requested.

Skills

Administrative support

Attention to detail

Communication skills

Education

Associate or bachelor’s degree

Tools

Microsoft Office

CST workflow application

Job description

FBT Gibbons LLP is a national law firm focused on serving companies operating and investing in the middle market. With nearly 1,500 employees across 25 offices, we support clients ranging from large multinationals to mid-sized businesses and growth-oriented startups across the United States. Our teams collaborate across departments and geographies to deliver excellent service to our clients, colleagues, and the communities we serve.

At FBT Gibbons, diversity enriches our vibrant culture and empowers our teams to achieve more together. We welcome talented professionals who bring valuable skills, a collaborative mindset, and a shared commitment to helping our firm and clients thrive. Here, you’ll make meaningful contributions, collaborate with exceptional colleagues, and build a career that grows with your skills and ambitions.

We are currently seeking a Legal Support Assistant to join our Client Support Team and provide high-quality administrative and legal support to attorneys, timekeepers, and colleagues in a collaborative, service-oriented environment. This role is a great opportunity for someone who is detail-oriented, eager to learn, and interested in building a strong foundation in legal support.

The ideal candidate is a collaborative self-starter with a strong desire to gain hands-on experience within the firm. They are organized, detail-oriented, and eager to learn while contributing to a team-focused, service-oriented environment.

Key Responsibilities:

• Learn firm procedures, Client Support Team (CST) workflow standards, and assigned practice area needs.
• Participate in team meetings, training opportunities, and knowledge sharing to develop legal administrative skills and support overall team efficiency.
• Use the CST workflow application to enter and to manage support requests, providing proactive communication with the attorney or other timekeeper from start to completion of the task.
• Regularly monitor the task queue upon completing assignments to identify and take on new tasks in a timely manner, minimizing delays in tasks completion and supporting consistent workflow.
• Evaluate task urgency and workload capacity to offer availability when appropriate, accepting assignments that align with current expertise while also identifying and participating in training opportunities to expand capabilities and support overall team efficiency.
• Assist with routine administrative tasks, including processing and distributing mail, preparing check requests, submitting expense reports, and supporting the review of invoice and billing statements.
• Prepare, revise, format, proofread, and save routine legal documents, correspondence, and other materials according to instructions.
• Assist with electronic and paper file maintenance, including creating, organizing, updating, and indexing client files.
• Support the business intake process by assisting with data entry, file opening procedures, and related administrative steps.
• Assist with preparing documents and related materials for electronic filings according to instructions.
• Manage incoming and outgoing telephone calls, mail, hand deliveries, and emails in a professional and timely manner.
• Assist with calendar updates, meeting scheduling, conference room reservations, and logistics for internal and external meetings as requested.
• Communicate effectively and professionally with attorneys, colleagues and clients.
• Assist attorneys, timekeepers, and team members with projects, overflow work, and other administrative support needs as assigned.

Job Requirements:

• Associate or bachelor’s degree required.
• Prior administrative, office, customer service, or legal support experience preferred.
• Working knowledge of Microsoft Office software programs, with the ability to develop proficiency in firm specific software programs, including the CST workflow application.
• Ability to learn legal terminology, firm procedures, practice group expectations, and firm systems.
• Ability to follow written and oral instructions, ask appropriate questions, and complete assigned tasks accurately and timely.
• Ability to work independently on assigned tasks and collaboratively within a team structure.
• Ability to communicate effectively and professionally with firm clients and firm personnel at all levels by telephone, email, and in person.
• Strong grammar, spelling, proofreading, vocabulary, and language skills.
• Ability to organize assigned work, manage competing priorities, and meet deadlines with appropriate guidance.
• Ability to work in a fast-paced environment and shift attention from one task to another as business needs change.
• Ability to handle confidential client and firm information in a discreet, professional, and ethical manner.

FBT Gibbons is fully committed to equality of opportunity in all aspects of employment. It is the policy of FBT Gibbons to provide equal employment opportunity to all employees and applicants without regard to race, color, religion, national or ethnic origin, military status, veteran status, age, gender, gender identity or expression, sexual orientation, genetic information, physical or mental disability or any other protected status.

FBT Gibbons offers a competitive salary and a comprehensive benefits package, including health care coverage (medical, dental, and vision), life insurance, short- and long-term disability, paid parental leave, employee wellbeing and EAP programs, paid time off, and a 401(k) retirement plan with employer matching and profit-sharing. Benefit offerings and eligibility vary by location and are subject to applicable plan terms and legal requirements.

The pay range for this role accounts for the wide range of factors considered in making compensation decisions including but not limited to skill sets; experience and training; licensure and certifications; and other business and organizational needs. A reasonable estimate of the current range is $28.75 - $33.55 hourly. Actual pay will be determined based on skills, relevant experience and other-job related factors, consistent with applicable employment laws.

In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification form upon hire.

Applicants must be authorized to work in the United States without current or future employer sponsorship. FBT Gibbons does not provide visa sponsorship for this position.