This is the role where attorneys stop worrying about whether anything is going to slip through the cracks. Calendars they trust. Dockets that don't drift. Court, BIA, and tribal-court filings that always go through. Billing that closes on schedule. Confidential records handled with the discretion the work requires.
Our client is a leading Arizona litigation firm headquartered in Phoenix, with active practices in commercial litigation, civil rights, employment law, and Federal Indian Law — including matters before the Bureau of Indian Affairs and tribal courts. The firm represents businesses, individuals, families, and tribal nation interests, and offers the expertise of large national firms with a smaller, more personal approach.
The firm runs on Clio for case management, calendaring, and billing. You will support attorneys and the onshore team directly — owning the operational discipline that determines whether the lawyers can focus on the law or get pulled into the operational background. This is a substantive operational ownership role, not a queue-clearing admin seat.
Success at 90 days: zero missed deadlines, calendars attorneys rely on without checking twice, clean billing close, organized matter files. Success at one year: you know BIA procedures and tribal court rules well enough that attorneys default to you for procedural questions, not the other way around.
Key Responsibilities
Docketing & Calendar Management
* Docket hearings, court dates, filing deadlines, BIA deadlines, tribal court deadlines, and critical case milestones in Clio.
* Set structured multi-tier reminder cascades for every deadline (30-day, 14-day, 7-day, 2-day, day-of) — never a single calendar entry.
* Manage attorney calendars including appointments, court dates, depositions, agency hearings, internal deadlines, and travel windows.
* Surface upcoming deadlines and scheduling conflicts to attorneys with sufficient lead time — proactively, not reactively.
Meeting, Deposition & Travel Coordination
* Coordinate scheduling for client meetings, depositions, hearings, agency appearances, and internal team meetings.
* Arrange travel logistics for attorneys (flights, accommodations, transportation, itineraries) for hearings and client visits.
* Prepare deposition logistics including notices, court reporter coordination, and witness confirmation.
* Confirm all logistics in advance and communicate relevant details to all parties.
Legal Document Preparation
* Prepare, edit, proofread, and format pleadings, motions, briefs, correspondence, and other legal materials to filing-ready quality.
* Ensure all documents meet applicable court, agency, and firm formatting standards before filing or distribution.
* Maintain version control and organized document files across all active matters inside Clio.
* Assist attorneys with drafting standard correspondence and follow-up communications as directed.
Court & Agency Filing
* E-file with federal district courts (CM-ECF/PACER), Arizona state courts, BIA, and tribal courts as applicable.
* Confirm acceptance of every filing via NEF or equivalent — submission is not the same as acceptance.
* Maintain organized records of all submissions, confirmations, and proofs of service.
* Stay current on e-filing requirements for the courts and agencies the firm uses.
Case & File Management (Clio)
* Maintain matter records inside Clio with consistent naming conventions and complete metadata.
* Track case activity and organize supporting documentation.
* Maintain and organize physical and digital client files.
* Handle confidential client records and case information with the highest level of discretion and in compliance with applicable professional responsibility rules.
* Support case intake — opening new matters in Clio, gathering client information, preparing conflict checks.
Billing, Invoicing & Expense Tracking
* Track attorney time entries, billing activity, and client invoices inside Clio.
* Assist with preparation and distribution of client billing statements.
* Process and track expense reports and reimbursements.
* Flag missing time entries, overdue invoices, or discrepancies to the appropriate team member before billing close.
Compliance & Procedure
* Maintain awareness of procedural rules relevant to the firm's Indian law practice — federal administrative procedures, tribal court rules, federal court local rules, BIA processes.
* Support the firm's compliance with document retention, confidentiality, and professional responsibility obligations.
* Ensure all administrative procedures comply with applicable legal, court, and agency requirements.
Required Qualifications
* 2+ years in a legal admin, legal secretary, or paralegal role supporting a US litigation practice (or strongly comparable international firm).
* Hands-on US court e-filing experience (CM-ECF, PACER, AZTurboCourt, or similar) — direct workflow experience, not familiarity.
* Direct experience managing multiple attorney calendars with structured, multi-tier deadline cascades.
* Excellent written English — documents you prepare or proofread require minimal attorney correction.
* Meticulous attention to detail. Accuracy in legal documents and deadlines is non-negotiable.
* High discretion in handling confidential client and case information.
* Self-directed and reliable in a remote work environment.
* Stable home office: high-speed internet, backup power or backup internet, quiet workspace, modern computer with webcam.
Strong Plus, Not Required
* Direct paid Clio experience — matter setup, calendar integration, document management, and billing.
* Equivalent experience with Filevine, MyCase, ProLaw, Smokeball, or comparable case management systems.
* Familiarity with Bureau of Indian Affairs procedures, tribal court rules, or federal administrative practice.
* Experience with LEDES invoicing or other legal billing standards.
* 12+ months of sustained US-firm remote experience.
How We Work
* 100% remote.
* full-time contractor.
* Compensation: up to $6/hr USD.
Application
Complete the required Aptive Index assessment here and provide a comprehensive resume.
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Scheduling: initial calls run in US Mountain Standard Time, within a 3:00 AM – 1:00 PM MST window — which translates locally to 6:00 PM – 4:00 AM in the Philippines, 12:00 PM – 10:00 PM in South Africa, 7:00 AM – 5:00 PM in Brazil, and 4:00 AM – 2:00 PM in Guatemala.