Backup Office Assistant Jobs (NOW HIRING)

Description

Mullen & Filippi, LLP provides comprehensive legal services to California employers on matters arising from workplace injuries and other employment-related issues. We are currently seeking a full-time Office Assistant. The Office Assistant performs a variety of legal support and administrative responsibilities to assist in the effective operation of the firm. The Office Assistant is expected to maintain positive and professional communication with clients, attorneys, and staff while ensuring strict confidentiality of all firm and client matters. This is an excellent opportunity to join an established and reputable law firm with fifteen offices throughout the state.

We offer a competitive compensation package and a robust suite of employee benefits, including medical, dental, vision, life insurance, paid time off, and participation in our 401(k) retirement plan.

ABOUT THE ROLE

The Sacramento office has an opening for an Office Assistant. The role is tasked with is responsible for coordinating and managing calendars, hearings, depositions, medical evaluations, and other case-related events for attorneys and legal staff in a Workers' Compensation defense practice. This role ensures timely scheduling, accurate documentation, and efficient communication with courts, clients, medical providers, opposing counsel, and internal team members to support case progression and compliance with deadlines. This role will also provide front-office support and reception relief.

Calendar & Event Management

• Maintain and manage attorney calendars, including hearings, depositions, mediations, conferences, and deadlines.
• Coordinate deposition scheduling with opposing counsel, court reporters, interpreters, and videographers.
• Arrange Qualified Medical Evaluator (QME), Agreed Medical Evaluator (AME), and Independent Medical Evaluations (IME).

Medical & Vendor Coordination

• Contact medical offices to schedule evaluations and confirm appointment details.
• Ensure proper authorizations and required documentation are sent to providers.
• Coordinate interpreters, transportation vendors, and ancillary services as needed.
• Track and follow up on appointment confirmations, cancellations, and rescheduling.

Communication & Follow-Up

• Serve as a central point of contact for scheduling communications with attorneys, clients, insurance adjusters, and vendors.
• Send calendar invitations, confirmation letters, and reminders to all parties.
• Maintain professional and timely communication with attorneys and staff.

Case & Deadline Support

• Update case management systems with all scheduled events and related notes.
• Assist with preparation of notices of deposition and other scheduling-related documents, as needed.

Reception and Administrative Support

• Provide backup reception coverage during breaks, absences, and high-volume periods.
• Greet visitors, vendors, and guests in a courteous and professional manner.
• Coordinate outgoing mail, courier services, and shipments to ensure items are sent daily.
• Support high-volume scheduling needs across multiple attorneys and cases.
• Manage reservations and scheduling of conference rooms for meetings, depositions, mediations, and other events.
• Perform other clerical duties and projects, as assigned by the Senior Regional Office Manager.

Requirements

Education & Experience

• High school diploma or equivalent required; Associate's degree preferred. 
• 0-3 years of scheduling, legal support, medical coordination, or administrative experience.
• Prior experience in Workers' Compensation, insurance defense, or a legal environment preferred, but not required.

Knowledge & Skills

• Familiarity with Workers' Compensation processes, including WCAB hearings and QME/AME scheduling (preferred).
• Strong organizational and time management skills with the ability to handle high-volume, deadline-driven work.
• Excellent written and verbal communication skills.
• High attention to detail and accuracy.
• Ability to prioritize and adjust in a fast-paced environment.
• Professional and courteous client service skills.

ABOUT YOU

• Prior administrative or office support experience in a law firm or professional services organization preferred.
• Effective written and verbal communication, customer service, time management and organizational skills.
• Ability to proactively solve problems, show initiative, use good judgment and prioritize competing requests in a fast-paced environment.
• Self-starter with strong initiative.
• Attention to detail.
• Basic computer proficiency in the use of the MS Office Suite of software (Word, Outlook, and Excel) and pdf software and the willingness to learn new programs (including case management systems, and calendaring tools) and equipment related to job.
• Flexibility to adapt to changing procedures, priorities, and unexpected events.
• Ability to interact effectively with all levels of personnel and remain calm under pressure. 
• Ability to manage multiple administrative tasks with competing deadlines.
• Ability to maintain confidentiality and professionalism.

Work Environment & Physical Requirements

• This is full-time in-office position, 40 hours per week.
• Standard office environment with frequent computer use.
• Must be able to lift up to 20 lbs. occasionally for file boxes, supplies, and office setup tasks.

Disclaimer

This job description is not intended to be an exhaustive list of all duties, responsibilities, or qualifications. Management reserves the right to modify, assign, or remove tasks as needed.

Salary Range: $20 to $21.50 per hour/per year. Actual compensation will depend on experience, skills, and internal equity.

Mullen & Filippi is committed to equal employment opportunity and providing reasonable accommodations to applicants with physical and/or mental disabilities. We value and encourage diversity and solicit applications from all qualified applicants without regard to race, color, gender, sex, age, religion, creed, national origin, ancestry, citizenship, marital status, sexual orientation, physical or mental disability, medical condition, military and veteran status, gender identity or expression, genetic information, change of sex or transgender status, genetic information or any other basis protected by federal, state or local law.