Legal Administrative Assistant/Secretary

This is the role where attorneys stop worrying about whether anything is going to slip through the cracks. Calendars they trust. Dockets that don't drift. Court, BIA, and tribal-court filings that always go through. Billing that closes on schedule. Confidential records handled with the discretion the work requires. Our client is a leading Arizona litigation firm headquartered in Phoenix, with active practices in commercial litigation, civil rights, employment law, and Federal Indian Law — including matters before the Bureau of Indian Affairs and tribal courts. The firm represents businesses, individuals, families, and tribal nation interests, and offers the expertise of large national firms with a smaller, more personal approach. The firm runs on Clio for case management, calendaring, and billing. You will support attorneys and the onshore team directly — owning the operational discipline that determines whether the lawyers can focus on the law or get pulled into the operational background. This is a substantive operational ownership role, not a queue-clearing admin seat. Success at 90 days: zero missed deadlines, calendars attorneys rely on without checking twice, clean billing close, organized matter files. Success at one year: you know BIA procedures and tribal court rules well enough that attorneys default to you for procedural questions, not the other way around. Key Responsibilities Docketing & Calendar Management Docket hearings, court dates, filing deadlines, BIA deadlines, tribal court deadlines, and critical case milestones in Clio. Set structured multi-tier reminder cascades for every deadline (30-day, 14-day, 7-day, 2-day, day-of) — never a single calendar entry. Manage attorney calendars including appointments, court dates, depositions, agency hearings, internal deadlines, and travel windows. Surface upcoming deadlines and scheduling conflicts to attorneys with sufficient lead time — proactively, not reactively. Meeting, Deposition & Travel Coordination Coordinate scheduling for client meetings, depositions, hearings, agency appearances, and internal team meetings. Arrange travel logistics for attorneys (flights, accommodations, transportation, itineraries) for hearings and client visits. Prepare deposition logistics including notices, court reporter coordination, and witness confirmation. Confirm all logistics in advance and communicate relevant details to all parties. Legal Document Preparation Prepare, edit, proofread, and format pleadings, motions, briefs, correspondence, and other legal materials to filing-ready quality. Ensure all documents meet applicable court, agency, and firm formatting standards before filing or distribution. Maintain version control and organized document files across all active matters inside Clio. Assist attorneys with drafting standard correspondence and follow-up communications as directed. Court & Agency Filing E-file with federal district courts (CM-ECF/PACER), Arizona state courts, BIA, and tribal courts as applicable. Confirm acceptance of every filing via NEF or equivalent — submission is not the same as acceptance. Maintain organized records of all submissions, confirmations, and proofs of service. Stay current on e-filing requirements for the courts and agencies the firm uses. Case & File Management (Clio) Maintain matter records inside Clio with consistent naming conventions and complete metadata. Track case activity and organize supporting documentation. Maintain and organize physical and digital client files. Handle confidential client records and case information with the highest level of discretion and in compliance with applicable professional responsibility rules. Support case intake — opening new matters in Clio, gathering client information, preparing conflict checks. Billing, Invoicing & Expense Tracking Track attorney time entries, billing activity, and client invoices inside Clio. Assist with preparation and distribution of client billing statements. Process and track expense reports and reimbursements. Flag missing time entries, overdue invoices, or discrepancies to the appropriate team member before billing close. Compliance & Procedure Maintain awareness of procedural rules relevant to the firm's Indian law practice — federal administrative procedures, tribal court rules, federal court local rules, BIA processes. Support the firm's compliance with document retention, confidentiality, and professional responsibility obligations. Ensure all administrative procedures comply with applicable legal, court, and agency requirements. Required Qualifications 2+ years in a legal admin, legal secretary, or paralegal role supporting a US litigation practice (or strongly comparable international firm). Hands-on US court e-filing experience (CM-ECF, PACER, AZTurboCourt, or similar) — direct workflow experience, not familiarity. Direct experience managing multiple attorney calendars with structured, multi-tier deadline cascades. Excellent written English — documents you prepare or proofread require minimal attorney correction. Meticulous attention to detail. Accuracy in legal documents and deadlines is non-negotiable. High discretion in handling confidential client and case information. Self-directed and reliable in a remote work environment. Stable home office: high-speed internet, backup power or backup internet, quiet workspace, modern computer with webcam. Strong Plus, Not Required Direct paid Clio experience — matter setup, calendar integration, document management, and billing. Equivalent experience with Filevine, MyCase, ProLaw, Smokeball, or comparable case management systems. Familiarity with Bureau of Indian Affairs procedures, tribal court rules, or federal administrative practice. Experience with LEDES invoicing or other legal billing standards. 12+ months of sustained US-firm remote experience. How We Work 100% remote. full-time contractor. Compensation: up to $6/hr USD. Application Complete the required Aptive Index assessment here and provide a comprehensive resume. Link:

By applying, you consent to being contacted via the contact information provided in your application for recruitment purposes only. Scheduling: initial calls run in US Mountain Standard Time, within a 3:00 AM – 1:00 PM MST window — which translates locally to 6:00 PM – 4:00 AM in the Philippines, 12:00 PM – 10:00 PM in South Africa, 7:00 AM – 5:00 PM in Brazil, and 4:00 AM – 2:00 PM in Guatemala.