Administrative Assistant - Legal and Compliance San Jose, CA

ESRhealthcare

  • San Jose, CA
  • Permanent
  • Full-time
  • 6 days ago
  • Apply easily
Administrative Assistant - Legal and Compliance San Jose, CAAdministrative Assistant, Legal and Compliance, Mail Management, Legal Administrative, Data Entry, Google Workspace, Safari, JIRAExperience 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: NoJob 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 ThursdayHours: 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.

ESRhealthcare