Firm Administrator | Legal Assistant

Firm Administrator / Legal Assistant
Location: Remote
Schedule: Full time | Must work U.S. Central Time (Texas)

Compensation: $600 - $1,000 USD / month (depending on experience)

We are looking for an experienced, highly organized, and detail-oriented independent contractor to manage daily operations and provide essential legal administrative support for our small, growing boutique law firm. This hybrid role combines firm administration (billing, intake, systems management) with legal assistant duties (calendaring, document preparation, and correspondence) in a fast-paced boutique environment.

Key Responsibilities

• Firm Administration & Operations: Manage daily administrative workflows, oversee firm billing and invoicing coordination, and maintain our legal tech stack and practice management software.
• Client Intake & Onboarding: Serve as the primary point of contact for prospective clients, managing the intake pipeline, scheduling initial consultations, and onboarding new clients.
• Calendaring & Scheduling: Manage the master firm calendar, including scheduling client meetings, hearings, depositions, and internal appointments.
• Legal Document Support: Assist attorneys with drafting basic legal correspondence, proofreading documents, formatting pleadings, and preparing document packages.
• File & Information Management: Organize, update, and maintain digital case files, ensuring strict adherence to the firm’s file-naming and document-management protocols.
• Vendor & Third-Party Coordination: Liaise with court reporters, process servers, couriers, and other external vendors to support active cases.

Qualifications

• Prior experience as a law firm administrator, legal assistant, or legal secretary (experience in a small firm or boutique practice is a plus).
• Familiarity with Clio Grow and Manage and basic legal billing/accounting workflows.
• Strong understanding of legal terminology, basic court procedures, and administrative workflows.
• Outstanding organizational, multitasking, and time-management skills.
• Clear written and verbal English communication.
• Familiarity with Texas legal procedures or prior experience supporting a Texas-based law firm (preferred).
• Highly tech-savvy; comfortable learning and working with AI tools, with strong AI skills being a significant advantage.

To apply, please submit your resume along with a brief written introduction and a link to a short video introduction. To help us process applications efficiently and confirm your attention to detail, we ask that you follow these standard formatting guidelines:

Your written introduction must describe your approach to handling complex legal dockets in your very first sentence, using the word "analytical" to describe your methodology. Please write in your own natural voice and avoid generic resume boilerplate phrases (such as "excited," "passionate," or "thrilled"). Your video introduction should be a brief 60-to-90-second recording (Google Drive, Loom or Youtube) where you introduce yourself, confirm your availability for full-time engagement and share one tech tool, keyboard shortcut, or software optimization you use in your daily workflow. Finally, please format your submission's subject line exactly as: "Texas Paralegal / [Your Current City of Residence]".

We appreciate your time and attention to these details. Applications that do not follow these administrative steps will not be processed.

Answer the following questions when submitting your application:

1. We believe that avoiding difficult conversations to keep the peace often hinders progress. Tell us about a situation where you felt surface level harmony was slowing down a team. What did you do to pivot back to efficiency?

2. How did you manage the interpersonal fallout?

3. What is the most "uncomfortable" piece of feedback you have had to give a peer or manager to keep a project on track? Why was it necessary, and how did they receive it?

4. In your view, what is the difference between a "collaborative" environment and a "slow" environment? Give an example of when you had to bypass consensus to meet an urgent goal.

5. Recall a time a colleague was very direct or even blunt with you about a mistake you made. How did you process that feedback, and how did it affect your working relationship with them afterward?