Legal Assistant

Description

AVA Law Group is seeking a Bilingual Legal Assistant to join our legal team. This role is a great opportunity for someone who is organized, detail-oriented, client-focused, and interested in building experience in a fast-paced legal environment.

Because this position regularly supports English and Spanish speaking clients, professional fluency in both languages is required.

This is an on-site position in Billings, MT.

POSITION SUMMARY

The Legal Assistant I supports attorneys and legal staff by managing administrative tasks, client communications, and case-related coordination in a fast-paced legal environment. This entry-level role plays an active part in maintaining accurate case information, scheduling meetings and interviews, and ensuring timely handling of documents and updates. This position requires strong organizational skills, attention to detail, and a client-focused mindset, along with the ability to multitask across systems and priorities. Fluency in both English and Spanish is required, as this role regularly communicates with Spanish-speaking clients and supports the firm's ability to serve them effectively.

KEY RESPONSIBILITIES

• Support attorneys and legal staff with the preparation, proofreading, and formatting of legal documents, including correspondence and standard pleadings.
• Maintain accurate and organized client files and case information across internal systems.
• Handle incoming and outgoing client communications, including phone calls and messages, providing information, gathering details, and documenting updates in case management systems.
• Coordinate scheduling for client meetings, interviews, and case-related activities, ensuring all parties have the necessary information and follow-up.
• Track and update case activity, deadlines, and key information using case management systems and tracking tools (e.g., spreadsheets), ensuring accuracy and timeliness.
• Assist with the processing, uploading, and distribution of case-related documents, including correspondence, claim materials, and other legal documentation.
• Identify and escalate discrepancies, missing information, or issues to appropriate team members for further review.
• Navigate multiple systems and tools (e.g., case management software, email, internal communication platforms) to support daily workflow and client needs.
• Provide general administrative support, including email management, document handling, and coordination tasks, as needed.
• Communicate fluently in both English and Spanish, verbally and in writing, with clients and others, and provide translation or interpretation support for routine communications and case-related documents as needed.
• Perform other duties as assigned, demonstrating flexibility and a willingness to support evolving team needs.

KEY SKILLS

• Strong customer service and interpersonal skills, with the ability to communicate professionally and effectively with clients, legal staff, and external partners.
• Bilingual proficiency in English and Spanish (speaking, reading, and writing), with the ability to communicate professionally and accurately with Spanish-speaking clients.
• Clear written and verbal communication skills, including the ability to gather information, provide updates, and document interactions accurately.
• Strong organizational skills with attention to detail, ensuring accuracy in document handling, data entry, and case tracking.
• Ability to manage multiple tasks and priorities simultaneously in a fast-paced environment while meeting deadlines.
• Comfortable navigating multiple systems and tools (e.g., case management software, email, and internal communication platforms) to support daily work.
• Maintains confidentiality and professionalism when handling sensitive client and case information.
• Demonstrates reliability and accountability, with consistent follow-through on tasks and assignments.
• Ability to identify issues (e.g., missing information, discrepancies) and escalate appropriately.
• Adaptable and open to learning new processes, tools, and procedures in a dynamic work environment.
• Works collaboratively with team members and contributes to a positive, collaborative environment.

MINIMUM QUALIFICATIONS

• Must be at least 18 years of age.
• Bilingual in English and Spanish (fluent verbal and written proficiency) required; proficiency may be assessed during the hiring process.
• 1+ years of administrative or legal office experience preferred.
• Proficient in Microsoft Office Suite (Word, Outlook, Excel).

PHYSICAL REQUIREMENTS

• Prolonged periods of sitting.
• Perform repetitive tasks such as typing and clicking.
• Must be able to lift and move light items up to 20 pounds at times.
• Must be able to bend, reach, push, pull, lift, and sit.

The physical demands are representative of those that must be met to successfully perform the essential functions of the job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

BENEFITS

The company offers a comprehensive benefits package including:

• Medical, dental, and vision.
• Voluntary life, accident, critical illness, hospital indemnity, and short-term disability.
• Vacation, sick, and floating holidays.
• Employee assistance program.
• Paid parental leave.
• 401(k) retirement plan.

DISCLAIMER:

This is not meant to be an all-inclusive list of duties and responsibilities for this position but constitutes a general definition of the position's scope and function.

EQUAL OPPORTUNITY EMPLOYER:

We are an equal opportunity employer and value diversity at all levels of the organization. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, age, disability, veteran status, sexual orientation, gender identity, or any other legally protected status.

If you require a reasonable accommodation to complete the application or interview process, please contact us at ava-law-hr@avalaw.com.