Executive Office Assistant Legal Secretary

Job Title: Legal Administrative Assistant — Plaintiff-Side Personal Injury / Medical Malpractice Firm

Location: Haley Law Offices - 1633 San Pablo Avenue, Oakland, CA 94612

Job Type: Full Time

Pay: $20-$30/hour (Depending upon experience)

About Us

The Haley Law Offices, P.C. is a small, established plaintiff-side firm representing individuals and families in serious personal injury, catastrophic injury, and medical malpractice matters throughout the Bay Area. We run lean, move fast, and take on high-stakes cases. You’d work directly with two attorneys and our paralegal support in a collaborative, no-bureaucracy environment where your work has visible impact.

The Role

We’re looking for an organized, detail-driven Legal Administrative Assistant to keep our cases and our office running smoothly. This is a client-facing, deadline-sensitive role that blends front-office administration with hands-on case support. You’ll be the connective tissue between attorneys, clients, medical providers, and courts.

What You’ll Do

• Serve as a first point of contact for clients, opposing counsel, providers, and vendors by phone, email, and in person
• Open, organize, and maintain case files in Clio and Dropbox; keep matter records accurate and current
• Request, track, and organize medical records, billing, and other records central to PI and med-mal cases
• Manage our client intake: schedule consultations, prepare and route retainer paperwork, and maintain intake records
• Manage office operations: supplies, vendors, scheduling, and general administrative support to the attorneys and paralegal
• Calendar deadlines, hearings, depositions, and appointments; track and confirm critical dates
• Draft, format, and proofread correspondence, letters, and routine legal documents
• Coordinate e-filing logistics, mail, service, and document production

What We’re Looking For

• 1–3+ years of experience in a law firm or professional services environment (plaintiff-side PI or med-mal experience a strong plus)
• Excellent written and verbal communication; comfortable interacting with injured clients with empathy and professionalism
• Strong organizational skills and genuine attention to detail — you catch the deadline nobody flagged
• Proficiency with Microsoft Outlook and the Office suite; comfort learning case-management software
• Ability to juggle competing priorities in a fast-moving small-firm setting
• Discretion with confidential and medical information

Nice to Have

• Direct experience with Clio and/or Dropbox
• Familiarity with California court e-filing and litigation deadlines
• Experience requesting and managing medical records
• Spanish or other second-language fluency

Pay: $20.00 - $30.00 per hour

Work Location: In person