Law Offices of Scott Glovsky
Administrative - Office Assistant
Law Offices of Scott Glovsky, Claremont, California, United States
Job Description
Job Description
Boutique plaintiff's law firm seeks a full-time Administrative / Office Assistant to work in our quiet, low-key office and provide hands-on support. This person will play a key role in helping our owner and the firm stay organized and meet deadlines. You’ll be the friendly face of the firm, ensuring the office runs smoothly and visitors feel welcome.
How to Apply After submitting your application, you’ll receive an email with a link to complete the next steps. This link may include: Screening questions
(always required) Assessment
(only if you haven’t completed it before) Cover letter section,
please use this space to explain why you’re interested in this role. Bonus (Not Required):
In the cover letter section, you may also include a short (up to 90 seconds) Loom or similar video introducing yourself and sharing how you would be an asset to the firm. Compensation:
$21 - $24 DOE Responsibilities:
Administrative Assistant Core Responsibilities Email and Message Mastery Triage and manage the owner’s email, texts, and voicemails daily. Label, archive, and maintain a zero-inbox system. Draft responses, route messages, and ensure nothing gets missed.
Calendar and Time Protection Own all scheduling for meetings, deadlines, travel, and focused work blocks. Prevent avoidable scheduling conflicts and ensure every meeting has prep materials ready at least 24 hours in advance. Protect time for deep work and prioritize what's most important.
Travel & Event Logistics Plan and book all travel – internal, conferences, and professional education events. Stay within budget and reconcile travel documentation promptly.
Office Administration Core Responsibilities Maintain a welcoming, organized, and well-stocked office environment. Greet and assist visitors in a professional and friendly manner. Handle all incoming and outgoing mail; scan and digitally file all correspondence. Maintain hardcopy file folders and keep documents easily accessible. Print documents and assemble binders for hearings, depositions, and projects. Suggest and implement streamlining and process improvements. Answer non-intake mainline calls and route messages appropriately. Assist other staff with document formatting, PDF conversions, or project support. Help with focus groups and occasional marketing programs, and marketing content. Manage referral relationships, holiday cards, and a simple CRM for partner outreach. Occasional targeted paralegal support, including the following: ordering medical records, drafting basic pleadings, preparing discovery shells, and tracking case timelines. Complete all tasks accurately and on or before the deadline.
Process & Value Systems Improvement Document recurring tasks and develop streamlined workflows. Qualifications:
Skills, Traits, & Competencies Unwavering professionalism and discretion—especially with privileged or sensitive information. Maintain absolute confidentiality at all times. Strong initiative and ownership: you don’t wait to be told, you fix what needs fixing. Expert organizational and time-management skills: complex calendars and multiple task streams are your strength. Detail-oriented and motivated to do things right. Sharp problem-solving and judgment: you stay calm and decisive when things are unclear. Excellent written and verbal communicator: able to shift tone between employees, clients, courts, vendors, and others. A warm and grounded presence: someone who makes the space feel calmer and more functional by being in it.
Preferred Qualifications 3+ years supporting a senior executive (legal setting preferred but not required). Proven ability to manage email and calendar under heavy volume. Experience handling confidential matters and legal deadlines.
Requirements Available to work in-office from 8:30 a.m.–5:00 p.m. with occasional off-hours availability.
Technology & Tools Daily use of Microsoft tools, including Outlook, Word, and others. VOIP system, legal CRM, and PDF tools. About Company We are a small, close-knit, congenial law firm. Our firm has served California for over 25 years, focusing on a small number of meaningful cases. We are a people-first firm. Our founder and lead attorney is a kind, values-driven person who takes pride in helping others. Our mission is to make a real difference in clients’ lives and to change the system so that others will not suffer similar fates. We promise clients that we care about you and your cause, we will listen to you, support you, be available for you, be responsive to you, empower you, and always put your needs first. We will be honest with you, treat you with dignity and respect, and fearlessly and boldly fight like hell for you. We promise to fight for what is right, only take cases that we believe in, expose wrongdoing, and make our community better.
Job Description
Boutique plaintiff's law firm seeks a full-time Administrative / Office Assistant to work in our quiet, low-key office and provide hands-on support. This person will play a key role in helping our owner and the firm stay organized and meet deadlines. You’ll be the friendly face of the firm, ensuring the office runs smoothly and visitors feel welcome.
How to Apply After submitting your application, you’ll receive an email with a link to complete the next steps. This link may include: Screening questions
(always required) Assessment
(only if you haven’t completed it before) Cover letter section,
please use this space to explain why you’re interested in this role. Bonus (Not Required):
In the cover letter section, you may also include a short (up to 90 seconds) Loom or similar video introducing yourself and sharing how you would be an asset to the firm. Compensation:
$21 - $24 DOE Responsibilities:
Administrative Assistant Core Responsibilities Email and Message Mastery Triage and manage the owner’s email, texts, and voicemails daily. Label, archive, and maintain a zero-inbox system. Draft responses, route messages, and ensure nothing gets missed.
Calendar and Time Protection Own all scheduling for meetings, deadlines, travel, and focused work blocks. Prevent avoidable scheduling conflicts and ensure every meeting has prep materials ready at least 24 hours in advance. Protect time for deep work and prioritize what's most important.
Travel & Event Logistics Plan and book all travel – internal, conferences, and professional education events. Stay within budget and reconcile travel documentation promptly.
Office Administration Core Responsibilities Maintain a welcoming, organized, and well-stocked office environment. Greet and assist visitors in a professional and friendly manner. Handle all incoming and outgoing mail; scan and digitally file all correspondence. Maintain hardcopy file folders and keep documents easily accessible. Print documents and assemble binders for hearings, depositions, and projects. Suggest and implement streamlining and process improvements. Answer non-intake mainline calls and route messages appropriately. Assist other staff with document formatting, PDF conversions, or project support. Help with focus groups and occasional marketing programs, and marketing content. Manage referral relationships, holiday cards, and a simple CRM for partner outreach. Occasional targeted paralegal support, including the following: ordering medical records, drafting basic pleadings, preparing discovery shells, and tracking case timelines. Complete all tasks accurately and on or before the deadline.
Process & Value Systems Improvement Document recurring tasks and develop streamlined workflows. Qualifications:
Skills, Traits, & Competencies Unwavering professionalism and discretion—especially with privileged or sensitive information. Maintain absolute confidentiality at all times. Strong initiative and ownership: you don’t wait to be told, you fix what needs fixing. Expert organizational and time-management skills: complex calendars and multiple task streams are your strength. Detail-oriented and motivated to do things right. Sharp problem-solving and judgment: you stay calm and decisive when things are unclear. Excellent written and verbal communicator: able to shift tone between employees, clients, courts, vendors, and others. A warm and grounded presence: someone who makes the space feel calmer and more functional by being in it.
Preferred Qualifications 3+ years supporting a senior executive (legal setting preferred but not required). Proven ability to manage email and calendar under heavy volume. Experience handling confidential matters and legal deadlines.
Requirements Available to work in-office from 8:30 a.m.–5:00 p.m. with occasional off-hours availability.
Technology & Tools Daily use of Microsoft tools, including Outlook, Word, and others. VOIP system, legal CRM, and PDF tools. About Company We are a small, close-knit, congenial law firm. Our firm has served California for over 25 years, focusing on a small number of meaningful cases. We are a people-first firm. Our founder and lead attorney is a kind, values-driven person who takes pride in helping others. Our mission is to make a real difference in clients’ lives and to change the system so that others will not suffer similar fates. We promise clients that we care about you and your cause, we will listen to you, support you, be available for you, be responsive to you, empower you, and always put your needs first. We will be honest with you, treat you with dignity and respect, and fearlessly and boldly fight like hell for you. We promise to fight for what is right, only take cases that we believe in, expose wrongdoing, and make our community better.