Legal & Administrative Assistant - Associate

Company Description

Are you looking to join an organization that is growing and dynamic? What about a high-energy, collaborative environment that rewards hard work?

J.S. Held is a global consulting firm providing technical, scientific, and financial expertise. Our professionals serve as trusted advisors to organizations facing high-stakes events demanding urgent attention, staunch integrity, and clear-cut analysis. The firm provides a comprehensive suite of services enabling clients to navigate complex, contentious, and often catastrophic situations.  We have over 100 locations worldwide. We are highly committed to all members of our community, both employees and clients. Our organization focuses on promoting a sense of community and inspiring our people to achieve results that exceed goals.

Job Description

We are seeking a detail-oriented and efficient Legal & Administrative Assistant - Associate to join our team. This is a unique opportunity for a highly driven person with a well-rounded skill set to join the J.S. Held team, whose responsibilities extend beyond those of traditional Legal Assistants. The ideal person for this role will need to have not only a firm grasp of office administration (client relationships, supplies and vendors’ management, invoicing support, document management, etc.), but also be flexible and a strategic thinker able to take on a variety of tasks both in and out of the legal realm. This role is expected to be in the office full time, 5 days a week in North County San Diego. 

Job Responsibilities

• Prepare, proofread, and format legal documents, including contracts, pleadings, and correspondence.
• Coordinate with external attorneys and law firms on case-related matters, filings, and compliance requirements in multiple states. 
• Draft, edit, and finalize reports for court requirements.
• Maintain the ERP system and track billable hours.
• File legal documents with courts and regulatory agencies (both electronically and in person).
• Track deadlines for filings, hearings, and other critical dates.
• Assist the team with non-legal support tasks on client engagements.
• Manage staff calendars, schedule meetings, and coordinate travel arrangements.
• Answer and route phone calls, emails, and client inquiries in a professional manner.
• Organize and maintain the internal electronic file directory.
• Submit project conflict checks and coordinate with the client onboarding team for new engagements.
• Process invoices, expense reports, and assist with billing activities.
• Handle confidential information with discretion and in accordance with the firm's policies.
• Support office operations, including ordering supplies and coordinating with vendors.
• Coordinate claims processes and communicate with creditors and claimants. 
• Preparation of non-disclosure agreements
• Administrative tasks such as: office upkeep, supply ordering, postage/copier logs, property manager communication and other similar tasks. 

Qualifications

The desired candidate will possess the following professional abilities and work experience:

• Associate’s degree or equivalent experience; paralegal certification preferred.
• 2+ years of experience in a legal support or consulting environment.
• Familiarity with court filing procedures and legal documentation standards.
• Strong organizational skills with the ability to manage multiple priorities.
• Proficiency in Microsoft Office Suite and document management systems.
• Excellent communication skills and attention to detail.
• Ability to handle confidential information with discretion
• Familiar with a billable hour environment

Additional Information

Physical and Mental Job Qualifications

• Must be able to sit for long periods of time
• Must be comfortable working in an in-office environment
• Must be flexible to work outside of the 8:30 am – 5:30 pm business hours if needed

Some of the Benefits We Have Include

J.S. Held understands that all our employees are people, and sometimes life needs flexibility. We always work to provide an environment that best supports and suits our team’s needs.

• Generous FTO Policy
• Medical, Dental, and Vision Insurance
• 401k Match
• Commuter Benefit

A reasonable estimate of the salary range for this role is $70,000 - $85,000. Any offered salary range is based on a wide array of factors, including but not limited to skill set, experience, training, location, scope of role, management responsibility, and others.

Other Duties

Please note that this job description is not intended to be a comprehensive listing of all activities, duties, or responsibilities re