Sobre

Legal/Executive Assistant / Paralegal Location: San Diego, CA (Remote) Firm: Rory Law – Personal Injury Law Firm Website: rorylaw.com Social Media: @rorylawfirm Overview of the Role We are a boutique personal injury law firm in San Diego with a strong digital footprint and a mission to provide exceptional client service through efficiency, empathy, and innovation. We are seeking a highly organized, proactive, and detail-oriented Executive Assistant with paralegal or legal assistant experience to work directly with the firm owner—supporting both day-to-day operations and client matters across pre-litigation and litigation. Experience with File Vine or similar case management system is highly sought. This role is ideal for someone who thrives in a dynamic, entrepreneurial environment, wears multiple hats, and wants to have a meaningful impact on both client outcomes and firm growth. If you’ve spent time in the US and have recently relocated to another country, this could be a wonderful opportunity. Core Responsibilities 1. Executive Support to Firm Owner • Assist the president and main attorney of the firm push cases forward. • Manage and optimize the attorney’s calendar, appointments, and task list. • Prioritize competing deadlines, flag urgent issues, and maintain daily/weekly workflows. • Prepare talking points, outlines, documents, or summaries for meetings, depositions, and client calls. • Help manage communications—filter messages, draft responses, and ensure timely follow-up. • Coordinate personal administrative tasks when relevant (optional, depending on candidate fit). 2. Pre-Litigation Case Support • Client onboarding: send intake packets, collect documents, and schedule the initial consultation. • Gather police reports, medical records, bills, employment records, and other supporting evidence. • Monitor ongoing treatment and maintain communication with providers. • Manage case files and maintain accurate records in the case management system. • Prepare demand packages including summaries, medical chronology, and supporting documentation. • Draft letters of representation, claims correspondences, and routine communications. • Set up insurance claims and follow up with adjusters. • Assist with negotiation preparation by organizing evidence and drafting settlement worksheets. 3. Litigation Support • Draft litigation documents: complaints, discovery requests/responses, initial disclosures, subpoenas, motions (if experienced), and meet-and-confer letters. • Prepare exhibits, binders, trial notebooks, and discovery packets. • Manage document production—organize, bates-stamp, and index records. • Calendar litigation deadlines and ensure compliance with state/local rules. • Assist with e-filing and service of documents. • Prepare deposition summaries, witness outlines, and evidence summaries as needed. • Coordinate with experts, court reporters, process servers, and vendors. 4. Client-Facing Support • Serve as a compassionate, reliable point of contact for clients throughout their case. • Provide case updates, explain next steps, and set expectations clearly. • Handle client scheduling, follow-ups, and routine questions. • Maintain high-touch communication, especially during key points in the case lifecycle. 5. Administrative & Operational Support • Manage digital files, naming systems, and case organization with impeccable consistency. • Track tasks and deadlines using project management systems (Filevine, Leaddocket.). • Assist with billing or settlement accounting when needed (requesting reductions, calculating liens, etc.). • Help refine and build internal processes, SOPs, and automations for improved efficiency. • Coordinate with other team members, contractors, and external partners. • Assist with recruitment tasks when expanding the team (posting, screening, scheduling interviews). 7. Technology, Systems, and Organization • Maintain mastery of the case management software (, Filevine, Lead Docket • Handle digital document creation, editing, scanning, and conversion. • Manage shared drives, document storage, and workflow systems. • Implement and maintain templates, checklists, and automations to reduce attorney workload. • Use AI tools appropriately to help draft, summarize, organize, or automate tasks. 8. Coordination With Other Assistants & Support Staff While this is not a formal management position, the Executive Assistant/Paralegal will serve as a central coordinator among other administrative or legal assistants. Responsibilities include: • Delegating or distributing tasks to other assistants when appropriate. • Coordinating workflows so multiple assistants stay aligned on priorities and deadlines. • Acting as the primary point of communication between the attorney and assistants to ensure execution. • Monitoring progress and stepping in when bottlenecks occur. • Helping maintain consistent file organization, communication standards, and documentation quality. • Onboarding new assistants or contractors with processes, templates, and best practices. • Providing light quality control when needed. • Keeping the attorney informed on team-wide progress without requiring micromanagement. Key Skills & Attributes • Strong background as a paralegal, legal assistant, or case manager (personal injury preferred). • Excellent written and verbal communication skills. • High degree of professionalism and confidentiality. • Ability to anticipate needs and “think for the attorney.” • Extremely organized and process-driven. • Comfortable handling a mix of legal tasks and executive assistant tasks. • Ability to work independently and remotely. • Empathy and exceptional client service skills. • Tech-forward mindset; comfortable learning new systems quickly. Experience Requirements Required: • 2+ years as a paralegal or legal assistant (personal injury strongly preferred). Preferred: • Working knowledge of litigation deadlines and California court rules. • Experience supporting a solo or small-firm attorney. • Proficiency with case management platforms. • Spanish bilingual.