If you’re an experienced Administrative Assistant, ready to join an innovative team that provides cutting-edge legal strategies and solutions to businesses that accelerate health and wellness, then look no further! Our leading Healthcare and FDA Firm is seeking an experienced Administrative Assistant.

What you should know about us before you apply. We are not your typical small law firm! Our founder and managing attorney is an entrepreneur who has poised the Firm for rapid growth this year. We are small enough that everyone is a critical part of the team, yet big enough to offer the security and professional growth opportunities you want. Our Firm is based in the Bay Area and San Diego, but we typically serve clients remotely from the comfort of our homes or executive suites. Because we operate virtually, much of the time, we are open to accepting applications outside of California.

Our clients include: health technology companies, medical groups, medical spas, mobile medical app developers, telemedicine groups, wearable health tech manufacturers, and other health and wellness ventures and practices. Our legal services include regulatory issues, transactional/ corporate work, and dispute resolution. Our clients are national and international. We attract, mentor and retain the best healthcare, FDA & business lawyers. We create a supportive, inclusive and motivating environment where everyone gets excited about their practice, business development, and growth. We believe the multi-trillion-dollar health and wellness industry will continue to expand and require intelligent and savvy navigators who can counsel clients through the legal and regulatory waters.

If the following describes you, then YOU may be the Superstar we’re looking for:

• Creative
• Analytical
• Strategic Thinker
• Exceptional Communication Skills – verbal, written and active listener
• Confident
• Self-Motivated

Job Summary

An Administrative Assistant to the COO of our Law Firm who will support our legal teams by assisting with administrative assistant services to the Firm, including such as online research and analysis and preparation of reports and miscellaneous administrative work.

Reporting Relationship

The Administrative Assistant performs duties under the direction of the Office COO, Legal Administrator, or Owner (as the case may be).

Authority

Non-attorney support staff are prohibited by the ABA’s Rules of Professional Conduct and State Bar Association Rules from practicing law. All client work done by Assistants must be in support of and under the direct supervision of an attorney. In dealing with clients, Assistants must be careful not to inadvertently slip into the unlawful practice of law. This would include answering client questions about what will happen in their case, or, recommending that a client undertake a certain course of action during their case.

Primary Responsibilities

1. Organizing files.

2. Data entry into various software system (such as recording retainers in billing software).

3. Collecting data and managing or updating software systems (such as the Firm’s online calendaring).

4. Writing reports.

5. Various administrative duties, including activities that support Marketing.

Matrix of Tasks

Daily

• Open, sort, scan, save/route email
• Triage Owner’s email
• Answer telephones; screen attorney calls; take messages
• Schedule appointments
• Review daily appointments and reminders
• Create contacts and update contact information in the case management or contact management system

Weekly

• Review additional projects to be accomplished and calendared
• Case and administrative filing
• Close matter files

Monthly

• Meet with legal team to ensure calendars, task lists, and case management systems remain current

Education & Experience
An Administrative Assistant should have a high school diploma, and advanced training at a college or university is preferred. Prior experience in a law firm is preferred but not required.

Additional qualifications:

1. Outstanding researcher. Able to make outbound calls with their phone to U.S. locations as part of research.

2. Superb communicator. Efficient.

3. Must be fluent in English, both written and verbally, or must be able to write and speak English fluently.

4. Ideally, understands the legal services and health care markets. Can also perform ancillary administrative duties for non-legal needs.

5. Technically proficient. Able to evaluate different forms of software and report back.

6. Has project management experience and skills

7. Extremely detail-oriented.

8. Adept with different software and able to easily learn software such as Asana (project management) and software common in the legal industry such as: Lexicata (CRM), TimeTap (calendaring), CosmoLex (billing).

9. Has the following professional standards.

• Has an incredible work ethic—and makes sure we give solid advice.
• Maintains the highest professional and ethical standards.
• Keeps current with technical developments relevant to the Firm’s practice.
• Has a demonstrated interest in personal development.
• Isn’t a job-hopper. Is interested in long-term, professional growth.
• Can work in a team.
• Acts as an extension of the COO for tasks delegated.

Compensation: To be negotiated. The position might start or remain on a part-time, independent contractor basis.

How to Apply

Please apply with your résumé/CV and cover letter.

If we sense a potential fit, then prior to considering an in-person or video conference interview or call, we may ask you to complete a Written Interview, so that we can get a better sense of you.

Cohen Healthcare Law Group is an equal opportunity employer and does not discriminate on the basis of age, race, religion, color, sex, gender expression, national origin, marital status, physical disability, or mental disability.

Job Type: Full-time

Pay: $40,000.00 per year

Schedule:

• 8 hour shift

Work Location: Remote

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