Law Firm is seeking a highly experienced Office Manager & Executive Legal Assistant to oversee the firm’s daily operations while providing advanced legal and administrative support to the managing attorney.
The ideal candidate will have at least 10 years of professional experience working within Shelby County Government or closely supporting its courts, departments, agencies, attorneys, or legal processes. This individual must possess extensive knowledge of Shelby County procedures, local court practices, filing requirements, professional relationships, and government operations.
This is a senior-level, hands-on position for someone who can independently organize a busy law office, manage cases from intake through closure, prepare legal documents under attorney supervision, maintain court and client deadlines, and anticipate the attorney’s needs. The successful candidate will be organized, confident, discreet, resourceful, and comfortable working in a fast-paced environment with limited day-to-day direction.
Key ResponsibilitiesOffice Management and Daily Operations
- Oversee the law firm’s daily administrative and operational activities.
- Establish and maintain organized workflows for cases, client communications, deadlines, records, and office priorities.
- Serve as the central point of coordination between the managing attorney, clients, courts, government offices, vendors, medical providers, opposing counsel, and other parties.
- Review daily priorities with the attorney and ensure urgent matters are addressed promptly.
- Monitor the office calendar, email, telephone system, case-management platform, physical files, and electronic records.
- Create and maintain written office procedures, checklists, templates, and administrative systems.
- Identify workflow problems and recommend practical improvements.
- Track assignments given by the attorney and follow through until each matter is completed.
- Manage office supplies, equipment, service providers, subscriptions, and general office needs.
- Assist with onboarding, training, task delegation, and oversight of administrative staff.
- Maintain a professional, organized, and client-ready office environment.
- Protect confidential, privileged, and sensitive information at all times.
Advanced Legal and Case Support
- Support the attorney with personal injury, criminal, civil, and other legal matters handled by the firm.
- Assist with cases from initial consultation and intake through resolution, settlement, trial preparation, or administrative closure.
- Review new matters for completeness and organize supporting information for the attorney’s evaluation.
- Open case files and ensure that all required documents, deadlines, contacts, and case details are entered accurately.
- Review files regularly to identify missing documents, approaching deadlines, unresolved tasks, and necessary attorney action.
- Prepare initial drafts of correspondence, pleadings, motions, notices, discovery documents, subpoenas, affidavits, settlement documents, and other materials at the attorney’s direction.
- Format, proofread, revise, and assemble legal documents for the attorney’s review and approval.
- Confirm that documents comply with applicable court formatting, filing, service, and submission requirements.
- Electronically file attorney-approved documents with the appropriate courts and agencies.
- Coordinate service of process and maintain proof-of-service documentation.
- Obtain court records, police reports, incident reports, medical records, billing statements, government records, and other case-related materials.
- Organize evidence, exhibits, photographs, records, correspondence, transcripts, and discovery materials.
- Prepare case summaries, timelines, damages summaries, exhibit lists, witness lists, hearing folders, and trial preparation materials.
- Track discovery requests, responses, supplementation deadlines, and outstanding documents.
- Coordinate depositions, hearings, mediations, client meetings, witness interviews, and trial preparation sessions.
- Communicate procedural and scheduling information to clients as authorized by the attorney.
- Document all substantive communications and case developments in the firm’s case-management system.
- Ensure that no legal advice is provided without the attorney’s direction or approval.
Personal Injury Case Support
- Conduct detailed client intake and gather information concerning injuries, treatment, insurance, damages, lost wages, and supporting evidence.
- Prepare and send attorney-approved letters of representation, preservation notices, record requests, and insurance correspondence.
- Communicate with medical providers, insurance adjusters, lienholders, employers, and other authorized parties.
- Request, receive, organize, and review medical records and billing statements for completeness.
- Maintain treatment timelines and track outstanding medical records, bills, liens, and supporting documentation.
- Assist in preparing demand packages, damages summaries, settlement documentation, and disbursement records.
- Track insurance coverage information, claim numbers, adjuster contacts, policy-limit requests, and negotiation activity.
- Assist with lien verification and resolution under attorney supervision.
- Maintain accurate records of settlement funds, expenses, reductions, and client distributions as directed.
- Prepare files for the attorney’s final settlement review and client closing meeting.
Criminal and Civil Matter Support
- Track court dates, filing deadlines, discovery obligations, hearing requirements, and attorney preparation needs.
- Obtain charging documents, warrants, court records, police reports, discovery materials, and related government records.
- Assist with organizing evidence, identifying missing information, and preparing factual case chronologies.
- Coordinate authorized communication with clients, witnesses, court personnel, prosecutors’ offices, government departments, and opposing counsel.
- Prepare attorney-approved notices, motions, subpoenas, discovery requests, responses, and supporting documents.
- Maintain accurate records of court appearances, continuances, deadlines, rulings, and next steps.
- Assemble hearing and trial materials, including exhibits, witness information, pleadings, correspondence, and research provided by the attorney.
- Assist the attorney with post-hearing follow-up, court orders, compliance deadlines, and file closure.
Calendar and Deadline Management
- Maintain the attorney’s master calendar, including court appearances, hearings, filing deadlines, meetings, consultations, depositions, mediations, and personal scheduling commitments.
- Calculate and calendar deadlines using applicable court rules and attorney instructions.
- Use multiple reminders and verification procedures for critical deadlines.
- Review the calendar daily, weekly, and monthly to identify conflicts and preparation needs.
- Prepare daily and weekly calendar summaries for the attorney.
- Confirm court dates, hearing locations, virtual access information, and filing requirements.
- Coordinate schedule changes and promptly notify all authorized parties.
- Ensure the attorney receives necessary files and preparation materials before every hearing, meeting, or deadline.
Client Intake and Communication
- Serve as a professional and compassionate point of contact for current and prospective clients.
- Conduct comprehensive intake interviews and collect all information requested by the attorney.
- Screen inquiries according to the firm’s established procedures without promising representation or offering legal advice.
- Schedule consultations and send confirmations, reminders, intake forms, and document requests.
- Maintain regular client communication and provide approved procedural or status updates.
- Return calls and messages promptly or route them to the appropriate person.
- Recognize urgent matters and immediately escalate them to the attorney.
- Address client concerns professionally while maintaining appropriate boundaries.
- Document calls, emails, meetings, decisions, and follow-up items in the client’s file.
- Assist with closing letters, file-return procedures, client satisfaction follow-up, and records retention.
Records, Technology, and Quality Control
- Maintain complete and accurate electronic and physical client files.
- Ensure consistent file naming, document organization, version control, and records retention.
- Enter and update client, matter, deadline, and contact information in the case-management system.
- Audit files regularly for missing documents, incomplete notes, overdue tasks, and approaching deadlines.
- Maintain organized Outlook calendars, email folders, shared files, trackers, and task-management systems.
- Protect confidential records through appropriate access controls and secure handling procedures.
- Proofread all outgoing materials for accuracy, grammar, formatting, names, dates, case numbers, and attachments.
- Verify that attorney-approved filings have been accepted and properly recorded.
- Maintain backup documentation for filings, service, correspondence, payments, and case activity.
- Assist with reporting on active matters, case progress, outstanding tasks, intake volume, and office performance.
Billing, Financial, and Vendor Coordination
- Track case-related expenses, filing fees, vendor invoices, records charges, and other authorized costs.
- Review invoices and supporting documentation for accuracy before submitting them for approval.
- Coordinate with bookkeepers, accountants, payroll providers, insurance representatives, and approved vendors.
- Maintain organized records of contracts, subscriptions, payments, and renewal dates.
- Assist with timekeeping, billing support, expense reconciliation, and financial documentation.
- Monitor vendor performance and communicate service issues to the attorney.
- Handle financial information with accuracy, discretion, and appropriate internal controls.
- Follow all attorney trust-account instructions and safeguards without independently authorizing or directing the movement of client funds.
Required Qualifications
- At least 10 years of professional experience working within Shelby County Government, or extensive directly related experience supporting Shelby County courts, departments, agencies, attorneys, or legal operations.
- Strong familiarity with Shelby County court systems, local filing practices, government procedures, and professional protocols.
- Substantial experience preparing, organizing, filing, or managing legal and government documents.
- Demonstrated ability to manage cases, projects, deadlines, and confidential records with minimal supervision.
- Advanced organizational, proofreading, writing, and professional communication skills.
- Ability to prepare accurate first drafts of complex documents from attorney instructions, templates, and case information.
- Experience communicating professionally with attorneys, judges’ staff, court clerks, government employees, clients, vendors, and community partners.
- Strong judgment and the ability to distinguish between urgent, important, and routine matters.
- Proficiency with Microsoft Outlook, Word, Excel, SharePoint, electronic filing systems, and digital case-management platforms.
- Ability to learn and consistently use the firm’s technology, templates, and operating procedures.
- Ability to work full-time in the Memphis office.
- High school diploma or equivalent required; relevant college education, legal education, government training, or professional certifications preferred.
Ideal Candidate
The ideal candidate:
- Understands how Shelby County Government and the local court system operate.
- Has established professional credibility and strong working knowledge of local processes.
- Takes ownership of assignments and follows through without repeated reminders.
- Anticipates what the attorney will need before a deadline, meeting, or court appearance.
- Can move comfortably between office management, client service, document preparation, and case coordination.
- Remains calm, professional, and solution-oriented under pressure.
- Pays close attention to details while maintaining awareness of the entire caseload.
- Communicates directly and respectfully without interrupting, overstepping, or creating confusion.
- Accepts feedback professionally and makes corrections promptly.
- Understands the importance of attorney supervision, client confidentiality, and professional boundaries.
- Values service, accountability, discretion, accuracy, and consistent follow-through.
How to Apply
Please submit the following:
- A current résumé showing at least 10 years of relevant experience.
- A brief cover letter describing your experience with Shelby County Government, Shelby County courts, or related legal processes.
- A list of the courts, government departments, agencies, or practice areas with which you have professional experience.
- Three professional references who can speak to your reliability, discretion, document-management skills, and ability to handle senior-level responsibilities.
Law Firm is an equal opportunity employer. Employment decisions are based on the firm’s operational needs, the applicant’s qualifications, and the applicant’s ability to perform the position’s essential responsibilities.
Pay: $25.00 - $31.00 per hour
Benefits:
- Paid time off
- Professional development assistance
Application Question(s):
- Do you have at least 5 years experience working in Shelby County Courts, as recorded on your resume.
Education:
Experience:
- Legal administrative: 7 years (Required)
Language:
Location:
- Memphis, TN 38103 (Required)
Ability to Commute:
- Memphis, TN 38103 (Required)
Work Location: In person
