Legal Operations Assistant

About the Role

Day-to-day, you will organize incoming contracts and files from clients and counterparties through multiple channels, draft initial legal templates and correspondence, write substantive client emails on administrative legal matters, manage the founder's calendar with same-day scheduling requests, and support light financial operations and marketing. Success means the firm's AI tools always have clean, accessible files; first drafts are ready for attorney review without rework; clients receive professional communication without back-and-forth review cycles; and administrative work no longer pulls the founders away from complex contracts and client relationships.

Core Responsibilities

File and Document Management

• Organize and file incoming contracts and documents the same day from email, Slack, WhatsApp, and text.
• Sort and store 10–15 contracts per week plus daily files from clients and counterparties in the firm's cloud-based system.
• Maintain file naming conventions and folder structures so AI tools and team members can locate documents without delay.
• Communicate proactively with the internal team about what was saved, where, and when follow-up is required.

Contract Drafting

• Draft initial templates and letters for client delivery.
• Produce first drafts of NDAs, service agreements, equity agreements, and operating agreements using Claude and the firm's prompting guidelines.
• Hand completed drafts to the reviewing attorney with clear context on each document's status and intended use.

Client Communication and Scheduling

• Write substantive administrative legal emails to clients on topics such as company formation, filings, and deliverable status.
• Schedule and reschedule meetings, including same-day requests and complex multi-party coordination.
• Send client deliverables and status updates using AI tools where appropriate.
• Follow up on client or counterparty requests that remain unaddressed after two or more weeks.

Financial Controls and Timekeeping

• Collect time entries from attorneys and input them into the firm's timekeeping platform.
• Support billing inquiries, coordinate with the bank on transfers and payments, and maintain timekeeping accuracy.

Team Support and Light Marketing

• Cover the senior colleague's responsibilities on Thursdays and Fridays.
• Review and quality-check the work of a junior offshore assistant; provide feedback and guidance.
• Organize email lists from sponsored events and provide support for LinkedIn, CRM, and light outreach coordination.