Job Duck

Attorney

• Manage and oversee the office calendar, scheduling calls, meetings, and events.
• Review client files to address questions without escalating unnecessarily.
• Communicate effectively with internal teams via Microsoft Teams and Outlook.
• Utilize SmartAdvocate for case management and RingCentral for call handling.
• Coordinate with attorneys and paralegals to ensure smooth communication flow.
• Make outbound calls as needed (15–20 per day).
• Organize and maintain documents for easy access.
• Serve as the first point of contact, filtering unnecessary communications.
• Answer all inbound calls for the firm and provide accurate information.

Receptionist – Legal Operations Assistant

Executive Assistant

• Act as liaison between the CEO and internal/external teams.
• Prioritize and delegate tasks effectively.
• Optional paid travel 1–2 times per year to events or client visits.
• "Manage up" with kindness, firmness, and professionalism.
• Anticipate needs and manage day-to-day workflows.
• Manage and pre-read emails, flagging key priorities.
• Track meetings, deadlines, and upcoming commitments.
• Coordinate and maintain a fast-paced calendar.
• Embrace a strong, sometimes intense working style with grace and good humor.
• Help create structure around the CEO’s role and routine.
• Provide full personal and administrative assistance, including travel arrangements and gift planning.
• Offer strategic support and orient the CEO on what needs attention.

Personal and Executive Assistant

• Maintain strict confidentiality and adhere to firm policies and procedures.
• Reserve conference rooms and vendor services as needed.
• Coordinate calendars for depositions, hearings, and meetings.
• Assist with court filing logistics and e-filing systems under supervision.
• Organize and maintain electronic and physical case files.
• Prepare, format, and proofread non-substantive litigation documents.
• Communicate with internal departments to relay litigation needs.
• Assist with billing coordination, expense tracking, and time-entry follow-ups.
• Arrange travel accommodations and prepare itineraries.
• Handle day-to-day administrative tasks to maintain workflow efficiency.
• Provide direct secretarial support to litigation paralegals and case teams.

Legal Office Administrator

Administrative Assistant

• Support the legal team with administrative tasks as needed
• Ensure compliance with internal filing and documentation procedures
• Maintain organized and up-to-date client records
• Set up new client files and support onboarding processes
• Save, rename, and organize incoming e-filings in shared drives and client portals
• E-file court documents through online e-filing portals
• Label and categorize incoming client emails accurately

Legal Assistant, Legal Support, Administrative Assistant

• Coordinate courier services and ensure timely deliveries
• Provide exceptional customer service and client management support
• Schedule and coordinate meetings efficiently
• Manage and prioritize email communications
• Organize and maintain electronic filing systems
• Follow up with clients and leads to maintain engagement
• Answer phone calls and manage incoming inquiries

Executive Assistant – Client Relations

Legal Assistant

• Work within a case management system and use document/email templates
• Request and process medical records and medical bills through external portals
• Provide light administrative legal support as needed
• Manage outgoing requests and follow-ups
• Make outbound client calls (approximately 5–10 per day) for monthly 28-day client check-ins
• Adhere to established systems and workflows
• Track and organize records and bills once received
• Support paralegals by ensuring documentation is accurate, complete, and properly processed
• Maintain confidentiality and work in a secure, private workspace
• Create and maintain medical expense summaries and billing logs in Excel

Medical & Billing Legal Assistant

• Maintain accurate case documentation and records
• Confirm health insurance payments
• Follow up on health insurance billing, records, and liens
• Collaborate with attorneys and support staff to ensure timely case progression
• Ensure medical providers bill correctly

Legal Assistant, Legal Case Coordinator

• Manage outgoing requests and follow-ups
• Maintain confidentiality and work in a secure, private workspace
• Create and maintain medical expense summaries and billing logs in Excel
• Work within a case management system and use document/email templates
• Track and organize records and bills once received
• Request and process medical records and medical bills through external portals
• Support paralegals by ensuring documentation is accurate, complete, and properly processed
• Provide light administrative legal support as needed
• Make outbound client calls (approximately 5–10 per day) for monthly 28-day client check-ins
• Adhere to established systems and workflows

Legal Records Specialist

Customer Support

• Maintain confidentiality and work in a secure, private workspace.
• Adhere to established systems and workflows.
• Create and maintain medical expense summaries and billing logs in Excel.
• Track and organize records and bills once received.
• Request and process medical records and medical bills through external portals.
• Support paralegals by ensuring documentation is accurate, complete, and properly processed.
• Manage outgoing requests and follow-ups.
• Work within a case management system and use document/email templates.
• Provide light administrative legal support as needed.
• Make outbound client calls (approximately 5–10 per day) for monthly 28-day client check-ins.

Legal Team Support Specialist

Digital Marketing

• Maintain organized documentation of projects and deliverables.
• Contribute to brainstorming sessions and strategy development.
• Monitor campaign performance and prepare reports for leadership review.
• Create and edit marketing materials using Canva and AI tools.
• Collaborate with external partners and vendors as needed.
• Provide administrative support for marketing projects and client communications.
• Coordinate with team members to deliver timely project updates.
• Manage CRM entries and ensure accurate client data tracking.
• Assist in the execution of fractional CMO strategies and campaigns.
• Support marketing initiatives for law firm clients across digital and traditional channels.

Digital Marketing Assistant

Performance Marketing

• Collaborate with internal teams to ensure smooth client onboarding and service delivery
• Maintain organized records and ensure all communications are tracked appropriately
• Accurately document client information in the CRM system following established procedures and scripts
• Identify client goals and concerns with professionalism and empathy
• Explain services and processes clearly, ensuring expectations are understood
• Support clients after attorney consultations with timely follow‑up for payments and continuation of services
• Conduct outreach to web inquiries and leads via phone calls, text messages, and emails
• Manage follow‑ups with prospective clients who have not yet moved forward
• Handle first contact with potential clients through phone calls and scheduled Zoom consultations

Intake and Lead Conversion Specialist

• Assist with internal event planning, including researching venues
• Ensure timely follow-up on missed or pending tasks
• Coordinate with vendors and service providers as needed
• Provide general administrative support to executives
• Schedule meetings and events based on email requests
• Manage and organize email inboxes for executives
• Maintain and update calendars accurately
• Return phone calls promptly and professionally.

Administrative Coordinator

Data Entry

• Provide accurate and timely reporting.
• Assist with general administrative duties as the role grows.
• Handle inbound and outbound calls as needed.
• Maintain organized digital records.
• Perform data-driven tasks with strong attention to detail.
• Prepare sales orders, including item numbers and invoice updates.
• Update spreadsheets accurately and consistently.
• Enter and manage data in QuickBooks and Excel.