Administrative Assistant - Legal and Compliance San Jose, CA hold
Administrative Assistant, Legal and Compliance, Mail Management, Legal Administrative, Data Entry, Google Workspace, Safari, JIRA
Experience level: Mid-senior Experience required: 6 Years Education level: Bachelors degree Job function: Administrative Industry: Financial Services Pay rate : Total position: 1 Relocation assistance: No Visa sponsorship eligibility: No
Job Description:
Seeking a dependable and detail-oriented Part-Time Administrative Assistant to support both the Legal and Compliance team. This onsite role is ideal for someone who thrives in a structured environment, is highly organized, and can maintain confidentiality while managing sensitive information. The assistant will play a key role in supporting legal operations and ensuring day-to-day administrative efficiency.
Mail Management (Primary):
- Open, sort, and scan incoming legal and operational mail (approx. 45 hours/week)
- Digitally distribute mail to the appropriate team members or systems
- Maintain secure handling and storage of sensitive or confidential materials
- Review incoming legal emails and upload digital files to our legal order management tool
- Identify key information (such as name of serving party, case number, type of legal order) and enter this information into the legal order management tool Litigation Tool Data Entry:
- Enter and update case information in our litigation management system
- Assist with organizing and maintaining accurate legal records
- Generate and distribute basic reports as needed
Legal Administrative Support:
- Prepare, edit, and organize legal or business documents
- Help with ad hoc legal requests
Qualifications:
- Previous experience in an administrative, legal, or executive assistant role preferred
- Strong attention to detail and ability to handle confidential information with discretion
- Proficient in using scanners, digital filing systems, and Google Workspace
- Reliable, professional, and self-motivated
- Excellent organizational and communication skills
- Ability to learn or knowledge of case and legal order management tools Safari and JIRA.
Notes from Hiring Manager:
Schedule: Monday, Tuesday, and Thursday
Hours: 10 hours/week, onsite in San Jose, CA (Hybrid not applicable this role is primarily onsite)
Key Focus Areas:
- Mail management opening, sorting, scanning, and securely distributing incoming legal/operational mail (45 hours/week)
- Reviewing incoming legal emails and uploading digital files to the legal order management tool
- Data entry for litigation management system entering case details, maintaining records, generating reports
- Legal administrative support preparing/editing documents, handling ad hoc requests
Confidentiality:
- Must handle sensitive legal and compliance information with discretion
Required Skills/Tools:
- Experience in administrative, legal, or executive assistant roles preferred
- Proficiency in scanners, digital filing systems, Google Workspace
- Strong attention to detail, organizational skills, and reliability
MUST HAVE:
- Experience in administrative, legal, or executive assistant roles.
- Proficiency in scanners, digital filing systems, Google Workspace.
- Must handle sensitive legal and compliance information with discretion.
- Experience in Mail management, Legal administrative support and Data Entry.
- Knowledge of case and legal order management tools Safari and JIRA.