Legal Assistant Scheduling Coordinator

Legal Assistant / Scheduling Coordinator

Job Title: Legal Assistant / Scheduling Coordinator
Location: Pinellas County, FL on-site
Job Type: Full-Time
Compensation: D.O.E

Position Summary

Golden Key Law Group is seeking a highly organized, proactive Legal Assistant / Scheduling Coordinator to support our legal team with scheduling, client communication, tracker management, and e-service processing. This role serves as an early point of contact on incoming calls, routes prospective and current clients to the appropriate team member, coordinates hearings, mediations, trials, and client meetings, maintains scheduling trackers for each attorney, and ensures clients and team members are informed of all upcoming events and deadlines.

This is an excellent opportunity for someone who is detail-oriented, deadline-driven, systems-minded, and comfortable managing multiple moving parts in a fast-paced legal environment.  The right person will have a direct impact on team efficiency, client experience, and overall case flow.

Key Responsibilities

• Serve as a first-touch team member on incoming phone calls and general communications.
• Route prospective clients to intake and direct existing-client or case-specific matters to the appropriate attorney, paralegal, or team member.
• Coordinate and schedule hearings, mediations, motion hearings, trials, depositions, client meetings, and other case-related events.
• Maintain and update attorney scheduling trackers with current statuses, priorities, deadlines, event types, and follow-up notes.
• Check attorney calendars and coordinate scheduling based on court, mediator, attorney, and opposing counsel availability.
• Notify clients of hearings, meetings, mediations, trials, and other scheduled events, and send reminders regarding all events.
• Schedule attorney-client meetings at least three business days prior to hearings, mediations, trials, and other important events whenever timing allows.
• Monitor designated e-service and court portal accounts at least twice daily.
• Download, label, save, and upload incoming court documents to the correct matter in the firm’s systems.
• Notify the assigned legal team when new court documents are received and update calendars when filings create hearings, deadlines, or action items.
• Maintain accurate communication logs, case notes, scheduling updates, and file organization across all required systems.
• Escalate unclear instructions, stalled scheduling requests, deadline risks, or urgent court-related issues promptly to the appropriate attorney or supervisor.

Qualifications

• Prior experience in a law firm, legal support role, scheduling-heavy administrative role, or fast-paced professional office preferred.
• Strong organizational skills and ability to manage multiple deadlines and follow-up tasks at once.
• Excellent written and verbal communication skills.
• Professional demeanor with strong client-service instincts.
• High attention to detail and ability to maintain accurate trackers, calendars, and records.
• Comfortable learning and using systems such as Clio, Dropbox, Google Calendar, court portals, and scheduling trackers.
• Ability to work with urgency, follow procedures, and escalate issues appropriately when instructions are unclear.
• Family law experience is a plus, but not required for a candidate who is fast, coachable, and operationally sharp.

What Success Looks Like

A successful person in this role keeps scheduling moving, trackers current, clients informed, attorneys prepared, and court-related communications from falling through the cracks. This person is proactive, dependable, calm under pressure, and able to keep multiple cases moving forward without constant follow-up from others.