Legal administrative assistant/secretary

Administrative Assistant – BOE Brazil Branch

Responsibilities:

• Perform administrative work to ensure the normal operation of BOE Brazil branch.
• Formulate and continuously optimize standardized processes, norms, and system documents for administrative work to accumulate and inherit intellectual capital.
• Handle daily communication between the Brazilian branch and various professional organizations of the Group.
• Undertake projects during the company's operation and respond to emergencies in a timely manner.

Qualifications:

• 2–5 years of administrative work experience; finance/legal related experience preferred.
• Strong sense of service, communication, and implementation skills; proficient in office software.
• Fluency in Portuguese and Chinese.

Credentialing Administrative Assistant

Responsibilities:

• Own provider credentialing and re‑credentialing workflows end‑to‑end, ensuring submissions are complete, accurate, and on time.
• Maintain current provider records across licensing boards, payers, and regulatory entities with meticulous version control.
• Prepare, review, and submit credentialing applications and supporting documentation with near‑zero error tolerance.
• Proactively follow up with insurance companies, hospitals, and clinics to keep credentialing timelines moving.
• Communicate professionally with doctors, staff, and patients to gather and verify sensitive information.
• Track credentialing status in online systems and internal trackers, flag risks early, and document actions clearly.
• Perform high‑accuracy administrative support: data entry, scheduling, document organization, and file management.
• Protect confidentiality at all times and handle patient/provider information with discretion and care.

Qualifications:

• Strong communication skills in English.
• Experience handling sensitive information with professionalism.
• Attention to detail and ability to build consistency into complex processes.
• Proficient in Microsoft Office; experience with credentialing workflow software preferred.

Administrative Assistant – SAP Internship Experience Program

Job Overview:

• Support activities of the Presidency and CBO, providing necessary resources for executive performance.
• Organize and administer executives’ agendas, include meeting convocation and room reservations.
• Coordinate national and international trips for executives: booking flights, hotels, car rentals, expense advances, and reconciliation.
• Record travel expenses and verify adherence to company policy.
• Procure office supplies, create purchase requisitions in the system.
• Manage general services: request for motor‑boy, equipment maintenance (printer/fax/photocopier), coordinate security/driver schedules.
• Collect executive signatures on contracts and company documents.
• Support events/presentations for clients or prospects: coffee breaks, equipment, materials, banners.
• Administer document inbound and outbound flows.
• Provide courteous telephone reception to external and internal clients.
• Handle registration and payment for courses and events for executives, domestic and abroad.
• Coordinate international visits: agenda, transport, hotels, and other support as needed.

Candidate Profile:

• Initiative, perseverance, and curiosity.
• Capable of creating personal development plans aligned with sales director.
• Investing in continuous improvement, interpersonal relationships, and administrative skills.
• Fluency in Portuguese, Brazilian; some English proficiency is helpful.

EEO Statement:

EOE AA M/F/Vet/Disability: Qualified applicants will receive consideration for employment without regard to age, race, religion, national origin, ethnicity, gender, sexual orientation, or disability status.

Trilingual Junior Administrative Assistant (English, Spanish, Portuguese)

Requirements:

• Bachelor’s degree.
• Fluency in English, Spanish, and Portuguese (spoken and written).
• Intake, sales, and/or customer service skills.
• Strong analytical skills with great attention to detail.
• Proficiency in Microsoft Office, particularly Excel.
• Excellent organizational, time‑management, and multitasking abilities.
• Strong communication skills, both written and verbal.
• Collaborative, teamwork‑oriented mindset with empathy.
• Problem‑solving skills and ability to work efficiently in a fast‑paced environment.

Responsibilities:

• Engage with leads and clients, offering translation and interpreting services as needed.
• Schedule consultations with leads and potential clients.
• Perform general customer service tasks and front desk assistance.
• Provide general administrative support across departments (administrative, legal, marketing).
• Assist with various tasks within the administrative department.
• Create and present reports to guide decision‑making.

Legal Administrative Assistant / Secretary

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.
• 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 a 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 and provide a comprehensive resume.

Executive Assistant to Chief Executive Officer

Beige is looking for an exceptional Executive Assistant to work directly with our Founder & CEO across operations, investor relations, communications, partnerships, personal brand, and high‑level business execution. This is not a traditional assistant position. You will operate as an extension of the CEO and help manage the fast‑moving day‑to‑day environment of a rapidly growing media technology startup.

Client Support and Administrative Assistant, Remote

Position: Bilingual Administrative and Client Communication Assistant, Remote. Job Overview: We are looking for a Client and Administrative Assistant to join a residential cleaning company based in California, USA. This is a long‑term, stable remote position, not a temporary project. Internal communication is in Portuguese, and client communication is in English.

Working Hours: The standard schedule is 30 hours per week, Monday through Friday. Optional: up to 2 Saturdays per month. Two schedule options: Morning schedule: Starts at 7:30 am Pacific Time (US), equivalent to 11:30 Brazil time. The ideal schedule is 6 hours per day, though the end time can be slightly flexible depending on availability. Afternoon schedule: 12 pm to 6 pm Pacific Time (US), equivalent to 16:00 to 22:00 Brazil time.

Type of contract: Independent Contractor, Brazilian MEI. Requirements: Strong English writing skills are required, as most client communication is handled by email and text. You should also feel comfortable speaking with clients by phone when needed. Basic Spanish for simple communication. You do not need to be fluent. Comfortable using Google Workspace tools, including Docs, Sheets, and Drive. Reliable high‑speed internet connection, a high‑quality headset with voice isolation, and an interruption‑free workspace during working hours.