Legal Operations Assistant

About the Client

A boutique corporate law firm specializing in startups and technology companies is hiring a Legal Operations Assistant to streamline contract and file management, draft legal documents, and coordinate client interactions. The firm leverages AI tools and workflows, emphasizing clean, well-organized documents and generative AI integration.

The team is small but ambitious, valuing initiative, autonomy, and operational excellence. The role is a core operational partner—not a support function.

About the Role

Daily responsibilities include organizing contracts and documents from multiple channels (email, Slack, WhatsApp, text), drafting initial legal templates and correspondence, managing founder calendars, and supporting light financial operations and marketing. Success is measured by ensuring AI tools have accessible files, first drafts are attorney-ready, clients receive professional communication, and administrative tasks no longer disrupt founders.

Core Responsibilities

File and Document Management

• Organize and file incoming contracts and documents same-day from all communication channels.
• Sort and store 10–15 contracts per week, plus daily client files, in the firm’s cloud-based system.
• Maintain strict file naming conventions and folder structures for AI and team accessibility.
• Proactively communicate with the team on saved documents, locations, and follow-up needs.

Contract Drafting

• Draft initial templates and letters for client delivery.
• Create first drafts of NDAs, service agreements, equity agreements, and operating agreements using Claude and firm prompting guidelines.
• Submit completed drafts to attorneys with clear context on status and intended use.

Client Communication and Scheduling

• Write substantive administrative legal emails to clients on topics like 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 applicable.
• Follow up on unaddressed client or counterparty requests 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 bank transfers/payments, and ensure timekeeping accuracy.

Team Support and Light Marketing

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