Overview
Legal Assistant Jobs in Remote at Hall Lundstedt
PURPOSE OF POSITION:
The Legal Assistant provides comprehensive administrative and paralegal-adjacent support to the Supervising Tax Attorney and the broader Tax Attorney team, ensuring efficient case administration, accurate document preparation, and seamless coordination across the tax practice’s compliance and controversy matters. This role blends traditional administrative assistant functions with foundational legal support tasks, requiring exceptional organizational skills, sound judgment, and the ability to manage sensitive client and case information with discretion.
ESSENTIAL JOB DUTIES AND RESPONSIBILITIES:
Administrative Legal Support: Attorney & Calendar Coordination _20%_
1. Coordinates and maintains calendars for the Supervising Tax Attorney and Tax Attorney team, scheduling client meetings, IRS deadlines, hearings, and internal case reviews.
2. Schedules and prepares virtual and in-person meetings (Zoom/Teams) by adding required and optional attendees, ensuring links, agendas, and supporting case materials are distributed in advance.
3. Tracks attorney deadlines, statute-of-limitations dates, and filing windows, providing proactive reminders to prevent missed deadlines.
4. Coordinates travel, client meetings, and logistics for attorney court appearances, hearings, and off-site client visits.
Administrative Legal Support: Case File, Document & Correspondence Management _20%_
5. Opens, organizes, and maintains client case files within Clio (or the firm’s designated practice management system), ensuring accurate matter setup and document indexing.
6. Reorganizes, bookmarks, and restructures large or complex PDFs (case files, IRS transcripts, audit records) to support attorney review and IRS submission requirements.
7. Prepares, formats, and proofreads legal correspondence, engagement letters, IRS Powers of Attorney (Form 2848), and related tax controversy documents for attorney signature.
8. Completes IRS and internal forms with a high degree of accuracy, ensuring all data is verified, compliant, and ready for attorney review.
9. Uploads and files required documents to IRS systems and portals, ensuring all submittals meet regulatory formatting and documentation standards.
10. Reviews incoming mail and electronic correspondence related to tax compliance matters, identifies required actions, and routes items to the appropriate attorney.
11. Maintains document retention and confidentiality protocols consistent with firm policy and applicable attorney-client privilege requirements.
12. Attends weekly tax controversy meeting with attorneys.
Administrative Legal Support: Client Intake & Communication Support _15%_
13. Serves as a primary point of contact for client scheduling requests, coordinating availability for the Supervising Tax Attorney and Tax Attorney team.
14. Drafts clear, professional client status updates and case correspondence for attorney review, ensuring clients remain informed of case progress and required actions.
15. Supports new client intake, including gathering required documentation, verifying contact information, and preparing intake files for attorney review.
16. Responds to routine client inquiries with accuracy and professionalism, escalating substantive legal questions to the appropriate attorney.
17. Coordinates engagement letters and fee agreements, tracking execution status and following up on outstanding signatures.
Analysis Preparation & Research Support _25%_
18. Gathers, organizes, and summarizes case documents, financial records, and IRS transcripts in preparation for attorney analysis and case strategy meetings.
19. Assists attorneys in compiling supporting documentation and exhibits for IRS submissions, appeals, and audit responses.
20. Tracks and reports on case status metrics (e.g., open matters, pending deadlines, document turnaround) to support attorney workload management and firm reporting.
Technology, Workflow & Process Support _20%_
21. Maintains proficiency in Clio, Actionstep, or other firm-designated legal practice management systems to support case tracking, billing entries, and document workflows.
22. Builds and maintains operational trackers to monitor case pipelines, deadlines, and document status across the Tax Attorney team.
23. Assists in developing and refining standard operating procedures (SOPs) for intake, mail processing, document naming conventions, and case workflows.
24. Supports firm technology initiatives, including system migrations, workflow automation, and integration of case management tools.
25. Assists with time entry and billing support, ensuring attorney and case time is accurately logged within the practice management system.
*Every position at Hall-Lundstedt is designed to accept and perform additional duties as needed for the success and sustainability of the organization, even when the duties are temporary or non-essential to the employee’s main role.
SUPERVISORY RESPONSIBILITIES:
This position has no direct reports or people-management responsibilities.
FISCAL RESPONSIBILITY:
Organizational finances and spending approvals are ultimately determined by the Managing Partners. This position does not carry independent spending authority.
EDUCATION
High school diploma or equivalent required with a minimum of two years’ relevant administrative or legal support experience. Associate’s or Bachelor’s degree in Paralegal Studies, Legal Studies, Business Administration, or a related field preferred.
Paralegal certificate or prior paralegal experience is preferred but not required.
CERTIFICATIONS and LICENSES
Valid Driver’s License and proof of adequate liability insurance coverage for personal vehicle required.
Paralegal certification (e.g., NALA CP, NFPA PACE) is a plus but not required.
OTHER SKILLS and QUALIFICATIONS
Ideal candidates will have demonstrated experience and a keen understanding of the multifaceted roles that team members often assume. To perform this job successfully, the individual must be able to perform each essential duty satisfactorily. The requirements listed should be representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.
- Strong understanding of legal administrative operations within a tax practice environment.
- Familiarity with legal case management platforms; Clio experience preferred.
- Working knowledge of IRS procedures, tax controversy processes, and legal document formatting standards preferred.
- Professional communication standards and workflow coordination in a fast-paced, deadline-driven environment.
- Understanding of confidentiality, attorney-client privilege, and the handling of sensitive client and case information.
- Exceptional written and verbal communication skills, with strong attention to detail in legal document preparation.
- Strong proficiency in Microsoft Office, Zoom, Teams, and cloud-based practice management and CRM platforms.
- Ability to manage competing priorities and support multiple attorneys simultaneously.
- High attention to detail, especially when handling document uploads, IRS submissions, and client communications.
PHYSICAL DEMANDS
26. This role is primarily remote-based with occasional travel to firm locations.
27. Requires frequent professional communication, verbally and written.
28. Requires long periods of sitting and standing with occasional kneeling, bending, and squatting. Upper body strength will be required to lift, pull, and push up to 10-20 pounds on occasion for events.
EEO STATEMENT
Hall-Lundstedt Law firm is an equal opportunity employer that is committed to providing an inclusive and welcoming environment for all members of our staff, clients, subcontractors and partners.
We prohibit discrimination and harassment of any kind and take active measures to prevent discrimination and harassment based on race, color, sex, religion, sexual orientation, gender identity, gender expression, national origin, veteran’s status, disability, genetic information, pregnancy, or any other protected class or characteristic as outlined by federal, state, or local laws. This policy applies to all employment practices within or affiliated with our organization, including hiring, recruiting, marketing, promotion, termination, layoff, compensation, benefits, training, and internships.
Hall-Lundstedt Law firm makes hiring decisions based solely on qualifications and business needs.
Pay: $65,000.00 – $70,000.00 per year
Work Location: Remote
Title: Legal Assistant
Company: Hall Lundstedt
Location: Remote
Category:
