ADMIN ASSISTANT – Full or PART Time (In-Office possibly HYBRID) (San Rafael)

ADMIN ASSISTANT – Full or PART Time (In-Office possibly HYBRID) Our San Rafael based civil litigation law firm is hiring for a full-time or part-time Administrative Practice Assistant position and willing to train the right candidate to become a Junior Paralegal. This position is to start in the office and possibly transition to HYBRID. Our ideal candidate must have some office admin experience, and having sales experience is a big plus. The candidate should be comfortable to handle calls from existing and potential clients, vendors, and opposing counsels, manage intake process and handle ACA (Attorney Client Agreements). Additionally, the applicants should have knowledge of and experience with legal forms and procedures, but we are willing to train the right candidate without legal experience. This position is responsible for providing a broad range of support to our legal team (client intake, assisting with discovery/legal forms/legal research/document retention). If you are a self-starter with strong work ethics, able to manage multiple responsibilities and prioritize appropriately, good with technology and eager to learn, we would like to hear from you. We serve clients primarily in Marin County, but some State and Federal Court litigation occurs as well. Candidates must be responsive, committed to exceptional client service, and have excellent attention to detail. This position will require interactions with clients and handling client records, assisting with attorney calendar and preparation of legal documents/forms, handling phone calls (we only have one phone line) and emails, assisting with various administrative projects. ESSENTIAL FUNCTIONS and KEY RESPONSIBILITIES • Handle phone calls, respond to emails, process mail, update the legal team • Handle client communications/documentation and ensure confidentiality of client information. • Knowledge of standard office equipment to scan/print documents • Handle documents’ filing, upload digital files to Sharepoint (cloud-based storage) • New Client intake – manage entire intake process: gather information, enter intake info into Clio-Manage system, schedule/calendar Zoom and in-office consultations, update legal team; assist with ACA (Attorney-Client-Agreement) communications and documentation; work closely with a Head Attorney and a Case Coordinator • Report your hours worked in a timesheet and record it in Clio system (will train as needed) • Upload legal documents, bills, and correspondence to Sharepoint database • Assist legal team with legal forms, discovery, research, and documentation • Demonstrate attendance consistency, reliability with finishing assignments, productivity • Demonstrate ethical conduct, work-place civility, having team-focused mentality and growth mind-set • Manage own work allocation and quality with minimal supervision • Perform other administrative duties to support legal team as they arise QUALIFICATIONS, EDUCATION, EXPERIENCE and SKILLS • 1-2 years legal field or office experience (we’ll train the right candidate if needed) • College training/courses (Preferred) • Knowledge of legal terminology, documents/forms, civil practice rules (Preferred) • Knowledge of MS Office and MS Teams, Adobe Acrobat Pro • Ability to learn legal-field technology/applications • Outstanding time-management and organizational skills • Ability to multitask and to know when to seek guidance or further input from a team • Strong critical thinking and problem-solving skills • Strong sense of discretion and integrity • Excellent written and oral communication skills • Attention to detail to ensure precision in work • Positive attitude and capacity to collaborate effectively with colleagues • Able to serve as a trusted member of the firm WORK SCHEDULE and BENEFITS This position is in-office, 40 hours per week, Monday-Friday, 9 AM – 5:30 PM. Some schedule flexibility to be discussed. Our benefits for full-time employees include: Medical/Dental/Vision/Long-Term Disability Ins. (for employees only – excluding dependents), 10 paid vacation days, and 5 paid sick days per year, free parking by the office building (Only 20-minutes commute from Golden Gate Bridge).