Administrative Assistant - Legal and Compliance San Jose, CA hold

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.