Legal Assistant

Legal Operations & Intake Assistant

Part-Time / Contract-to-Potential Full-Time
Remote | Preference for Seattle/Washington or Pennsylvania, but open to U.S.-based candidates

About BrownWhitt Law

BrownWhitt Law is a U.S.-based law firm providing structured, process-driven legal services across business, bankruptcy, contract, creative, and related advisory matters.

The firm operates with highly standardized internal systems, templates, and operating procedures designed to ensure clarity, consistency, responsiveness, and ethical compliance. We are a small, growing practice, so this role is important: the right person will help keep intake moving, client communication organized, and firm operations steady.

We are seeking a part-time contract Legal Operations & Intake Assistant to support intake, scheduling, client communication, file organization, internal drafting, and administrative workflows. If the relationship is a strong fit on both sides, this role may grow into a full-time salaried position.

This is an administrative and operational role. It does not involve providing legal advice, making legal determinations, or independently evaluating case strategy.

Job Overview

The Legal Operations & Intake Assistant will serve as a key front-line support role for the firm. This person will help respond to prospective clients, manage intake workflows, organize digital files, schedule consultations, prepare internal case materials using templates, and keep task systems updated.

The ideal candidate is organized, detail-oriented, emotionally intelligent, technologically confident, and comfortable working within structured procedures. This role requires strong written communication, sound judgment, reliability, and the ability to stay calm and professional when dealing with prospective clients who may be stressed, confused, or dealing with time-sensitive legal issues.

Core Responsibilities

• Assist the attorney with administrative case preparation, including drafting routine correspondence, preparing template-based legal documents, organizing materials, and proofreading work product for clarity and consistency.
• Help with basic attorney-supervised legal research using platforms such as Decisis and vLex, as needed, to support matters involving bankruptcy, family law, business and transactional law, contracts, and related practice areas.
• Manage digital case files using case management, document management, and payment systems such as CaseFox, Jubilee, MyCase, LawPay, and Google Drive, ensuring that records are organized, current, and easily accessible.
• Support project management and calendar operations by scheduling consultations, follow-ups, and client meetings; sending calendar invitations using standardized formatting; tracking deadlines, court dates, and filing requirements; and ensuring reminders and follow-ups are timely.
• Assist with attorney-supervised document review by checking legal documents for accuracy, consistency, formatting, completeness, and internal alignment with firm instructions.
• Perform data entry related to case information, intake records, client records, and task-management systems while maintaining confidentiality at all times.
• Provide administrative support, including proofreading documents, transcribing dictation or call notes when needed, managing phone inquiries with professional etiquette, and maintaining organized filing systems.
• Serve as a front-line intake contact for prospective clients, including answering or returning inbound calls during designated weekday hours, conducting structured intake interviews using firm-provided scripts, gathering accurate factual information, maintaining a professional and empathetic tone during sensitive conversations, identifying matters requiring attorney escalation, sending standardized intake and follow-up emails using firm templates, and updating intake tracking systems promptly and accurately.

Experience

• Paralegal experience or prior legal administrative experience in a law office setting is preferred, but not required.
• Familiarity with legal work in one or more practice areas, including bankruptcy, family law, business law, transactional law, contracts, or related matters, is helpful.
• Familiarity with legal research tools such as Decisis, vLex, Fastcase, Westlaw, Lexis, or similar platforms is preferred but not required.
• Experience with legal case management or administrative systems such as CaseFox, MyCase, Clio, LawPay, Jubilee, Google Drive, or similar platforms is helpful.
• Strong organizational skills and the ability to manage multiple priorities while maintaining attention to detail using systems such as Monday.com or similar task-management platforms.
• Excellent writing, proofreading, and communication skills, especially for clear client-facing correspondence and internal administrative records.
• Experience reviewing documents for formatting, consistency, completeness, and accuracy.
• Competency with Google Workspace, Adobe Acrobat Pro, Microsoft Office Suite, and cloud-based document management systems.
• Professional phone presence, sound judgment, discretion with confidential information, and the ability to remain calm and respectful during sensitive client or prospective-client conversations.

BrownWhitt Law is a growing law practice. The role will begin as part-time/contract, with the possibility of moving into a full-time salaried position if the work is a good fit on both sides.

Notwithstanding any of the preferred qualifications above, you should know that almost anything can be taught. Prior legal experience is helpful and will be strongly considered, but the strongest candidate will be someone who is reliable, thoughtful, honest, easy to work with, and able to use common sense. The work involves client communication, structured legal operations, and helping things run smoothly without becoming robotic about it. This role requires someone who can think critically, ask clear questions, take feedback well, and have enough confidence to move things forward while still knowing when to pause and ask for help if they need it. If you think that this sounds like you, we encourage you to apply.

Job Types: Part-time, Contract

Pay: $18.00 - $30.00 per hour

Work Location: Remote