Legal Administrator

Vintti is a dynamic staffing agency bridging the gap between Latin American talent and US-based businesses. We specialize in connecting skilled professionals from Latin America with small and medium-sized businesses, startups, and firms across the United States. Our mission is to provide top-tier staffing solutions that enable US companies to access a diverse pool of talented individuals while offering exciting career opportunities to Latin American professionals. By leveraging our extensive network and deep understanding of both markets, Vintti facilitates mutually beneficial partnerships that drive growth and innovation for our clients and candidates alike.

A Legal Administrator plays a vital role in ensuring the smooth operation of a legal office or department. This position involves a variety of administrative and supportive tasks such as organizing legal documents, managing schedules, and liaising between clients and attorneys. Legal Administrators are responsible for maintaining a well-ordered filing system, preparing correspondence, and coordinating meetings and appointments. They may also handle client inquiries and ensure compliance with legal procedures and regulations. Their organizational skills and attention to detail are essential in facilitating effective legal practices and supporting the broader team.

- Associate degree in Legal Studies, Paralegal Studies, or a related field; Bachelor's degree preferred
- Proven experience as a legal administrator, legal assistant, or paralegal
- Strong understanding of legal terminology, procedures, and documentation
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
- Experience with legal practice management software and case management software
- Excellent organizational and time-management skills
- Strong attention to detail and accuracy
- Effective written and verbal communication skills
- Ability to handle confidential information with discretion
- Experience conducting basic legal research
- Ability to work independently and as part of a team
- Strong multitasking and prioritization skills
- Professional demeanor and strong client service skills
- Familiarity with e-filing systems and court document submission processes
- Ability to track and manage multiple deadlines effectively
- Proficiency in using office equipment such as photocopiers, scanners, and fax machines
- Experience with drafting and formatting legal documents
- Basic understanding of billing and invoicing procedures in a legal setting
- Ability to assist in trial preparation and manage legal exhibits and evidence
- Certification from an accredited legal assistant or paralegal program preferred but not required

- Coordinate and manage schedules and appointments of legal staff
- Prepare, review, and format legal documents and correspondence
- File legal documents with courts and government agencies both physically and electronically
- Maintain organized physical and digital filing systems for legal documents
- Conduct basic legal research and summarize findings for attorneys
- Process incoming and outgoing mail related to legal matters
- Answer and direct phone calls, and handle inquiries from clients and other stakeholders
- Handle confidential documents and information with discretion
- Assist with the preparation and submission of time-sensitive legal filings
- Track and manage deadlines for ongoing legal cases and ensure compliance
- Prepare and process invoices, expense reports, and other financial documents for the legal department
- Liaise with clients, court officials, and external counsel as required
- Provide general administrative support to the legal team, including photocopying, scanning, and faxing documents
- Arrange and coordinate meetings, including setting up teleconferences and preparing meeting materials
- Monitor and reorder office supplies for the legal department
- Assist with the onboarding and training of new legal staff as necessary
- Manage and update case management and legal practice management software
- Track and record billable hours for attorneys as needed
- Assist with the drafting and formatting of contracts, agreements, and other legal documents
- Support legal staff in trial preparation, including assembling and organizing exhibits and evidence

The ideal candidate for the Legal Administrator role will possess a Bachelor's degree in Legal Studies, Paralegal Studies, or a related field, complemented by proven experience as a legal administrator, assistant, or paralegal. Demonstrating a strong grasp of legal terminology, procedures, and documentation, this individual will be proficient in Microsoft Office Suite and familiar with legal practice and case management software. Exhibiting exceptional organizational and time-management skills, the candidate will handle multiple deadlines with precision and ensure the accurate and discreet management of confidential information. They will showcase stellar written and verbal communication abilities and a proactive approach to problem-solving and client service. Additionally, this candidate will bring experience in conducting basic legal research, drafting and formatting legal documents, and supporting trial preparation. Their strong ethical standards, reliability, and professional demeanor, along with a collaborative spirit and adaptability in a fast-paced environment, will set them apart as a valuable asset to the legal team.

- Coordinate and manage the schedules and appointments of legal staff
- Prepare, review, and format legal documents and correspondence
- File legal documents with courts and government agencies both physically and electronically
- Maintain organized physical and digital filing systems for legal documents
- Conduct basic legal research and summarize findings for attorneys
- Process incoming and outgoing mail related to legal matters
- Answer and direct phone calls, and handle inquiries from clients and other stakeholders
- Handle confidential documents and information with discretion
- Assist with the preparation and submission of time-sensitive legal filings
- Track and manage deadlines for ongoing legal cases and ensure compliance
- Prepare and process invoices, expense reports, and other financial documents for the legal department
- Liaise with clients, court officials, and external counsel as required
- Provide general administrative support to the legal team, including photocopying, scanning, and faxing documents
- Arrange and coordinate meetings, including setting up teleconferences and preparing meeting materials
- Monitor and reorder office supplies for the legal department
- Assist with the onboarding and training of new legal staff as necessary
- Manage and update case management and legal practice management software
- Track and record billable hours for attorneys as needed
- Assist with the drafting and formatting of contracts, agreements, and other legal documents
- Support legal staff in trial preparation, including assembling and organizing exhibits and evidence

- Highly organized and detail-oriented
- Strong multitasking and time-management abilities
- Excellent verbal and written communication skills
- Proactive and self-motivated
- Discreet and able to handle confidential information
- Effective problem-solving skills
- Exceptional client service orientation
- Strong interpersonal skills
- Adaptable and flexible in a fast-paced environment
- Technologically proficient with office and legal software
- Dependable and reliable
- Professional demeanor and appearance
- Strong analytical and research skills
- Team-oriented with a collaborative mindset
- Ability to prioritize tasks effectively under tight deadlines
- Strong ethical standards and integrity
- Proactive in identifying and addressing needs and issues

- Competitive salary range based on experience and qualifications
- Comprehensive health benefits including medical, dental, and vision coverage
- 401(k) retirement plan with company match
- Paid time off (PTO) including vacation days, sick leave, and holidays
- Flexible work schedule options
- Opportunities for remote work or hybrid work arrangements
- Professional development opportunities including continuing education and training programs
- Tuition reimbursement for relevant courses and certifications
- Career advancement opportunities within the legal department
- Employee assistance program (EAP) offering counseling and support services
- Wellness programs including gym membership discounts and wellness workshops
- Generous parental leave policy
- Life and disability insurance coverage
- Reimbursement for legal certification and professional association memberships
- Company-sponsored social events and team-building activities
- Ergonomic workstations and modern office amenities
- Supportive and collaborative work environment
- Mentorship program to support career growth and development
- Discount programs for various products and services