Administrative Assistant - Legal and Compliance San Jose, CA

Administrative Assistant - Legal and Compliance San Jose, CA

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.