Administrative Assistant

Odixcity Consulting • Full-time • $150k - $250k / year • 10h ago

Job summary

We are seeking a highly organized and detail-oriented Administrative Assistant to join our team remotely. The ideal candidate has prior experience working in a law firm or legal department and is comfortable handling legal documentation, deadlines, and confidential information.

Min Qualification: Degree Experience Level: Entry level Experience Length: 2 years

Job descriptions & requirements

Responsibilities:

Prepare, format, proofread, and manage legal correspondence, briefs, contracts, and other documents.
Maintain organized electronic and cloud-based filing systems for case files, ensuring confidentiality and easy retrieval.
Professionally handle incoming calls, emails, and inquiries.
Act as a liaison between lawyers, clients, courts, and external agencies.
Schedule and coordinate meetings, hearings, and appointments across multiple time zones.
Manage calendars, travel arrangements, and expense reporting for legal staff.
Assist with billing processes, time entry, and invoice preparation using legal-specific software.
Monitor and track critical case deadlines, court dates, and filing requirements.
Assist in ensuring all administrative processes comply with legal industry standards.
Proactively manage the remote administrative workflow, including digital mail sorting, onboarding of new clients/matters, and maintaining virtual office supplies and resources.
Accurately transcribe legal dictations, recorded meetings, and client consultations.
Produce clear, well-structured minutes and summaries for internal and external use, ensuring no loss of critical detail.
Identify opportunities to streamline administrative workflows and improve efficiency.
Support the implementation of new digital tools, templates, and filing protocols.
Assist in training junior staff or interns on firm procedures.

Requirements:

A Bachelor’s degree with a First class or Second Class Upper Division in Law.
At least 2+ years of proven experience working in an administrative capacity within a law firm or legal department. Experience in a remote or hybrid setting is a strong plus.
Demonstrated knowledge of Nigerian court structures, litigation procedures, and legal document nomenclature (e.g., affidavits, summons, pleadings, judgements).
Demonstrated understanding of solicitor-client privilege, duty of confidentiality, and professional conduct rules as they apply to administrative staff.
Must demonstrate an unimpeachable record of handling sensitive case information.
Familiarity with the process of preparing and filing court processes at High Courts, Magistrates’ Courts, Court of Appeal, or the Supreme Court.
Experience with e-filing platforms currently in use in Nigerian judicial divisions is a strong advantage.
Ability to draft routine correspondence such as letters of demand, reminders, acknowledgment letters, and internal memoranda with minimal supervision.
Advanced proficiency in Microsoft Office Suite.
Experience with legal software (e.g. case management, document management, billing systems) is highly desirable.
Impeccable skills in cloud collaboration tools (Google Workspace, MS Teams, Zoom).
Outstanding written and verbal English skills, with the ability to interact professionally at all levels.
Impeccable attention to detail, time management, and the ability to prioritize a complex workload independently.
Must handle sensitive and confidential information with the utmost professionalism and ethics.