Legal Administrative Assistant/Secretary

Overview

Legal Administrative Assistant/Secretary Jobs in Kenya at Remote Raven

Title: Legal Administrative Assistant/Secretary

Company: Remote Raven

Location: Kenya

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: https://assessment.aptiveindex.com/s/f0eyORKBaAp6

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.