Law Firm Recruiting Assistant

The Role

We are looking for a Legal Recruiting Assistant who thrives in a high-volume, fast-paced environment and gets genuine satisfaction from bringing order to chaos. This is not a passive support role. You will be hands-on across HR operations, recruiting, onboarding, compliance tracking, and documentation — working directly with the Head of HR and C-Suite leadership to keep HR running smoothly at scale.

If you are the kind of person who color-codes your folders for fun, follows up before being asked, and already knows what ChatGPT, Notion, and ADP are — keep reading.

What You'll Do

HR Operations & Documentation

• Maintain and organize employee records, HR files, and compliance documentation with meticulous accuracy
• Draft, format, and manage HR documents including offer letters, corrective actions, separation notices, accommodation correspondence, and onboarding materials
• Track deadlines, follow-ups, and action items across multiple concurrent employee matters
• Support benefit administration, I-9 compliance, and employment verification processes
• Assist with payroll data entry, audit support, and cross-referencing records

Recruiting Coordination

• Post job listings and manage applicant flow across platforms (LinkedIn, Indeed, ADP, etc.)
• Screen resumes and assist in scheduling interviews and coordinating with hiring managers
• Draft outreach messages, maintain recruiting trackers, and keep candidate pipelines organized
• Support the Talent Acquisition team with logistics, communications, and candidate experience

Onboarding & Offboarding

• Coordinate new hire onboarding from offer acceptance through Day 1 — paperwork, system access, equipment, and scheduling
• Maintain onboarding checklists and ensure all steps are completed and documented on time
• Support offboarding logistics including exit documentation, system deprovisioning coordination, and final paycheck tracking

Technology & Systems

• Use AI tools (ChatGPT, Claude, etc.) to draft communications, analyze data, and automate repetitive tasks
• Work fluently in Excel/Google Sheets to maintain trackers, audits, and HR data reports
• Support HR systems including ADP Workforce Now, Adobe Sign, and internal databases
• Help build and maintain process documentation so institutional knowledge is captured and accessible

Compensation: $70,000 - $90,000/annually

Requirements:
What We're Looking For

Must-Haves

• 1–3 years of HR, administrative, recruiting, or legal operations experience
• Exceptional attention to detail — you catch what others miss and it bothers you when things are off
• Strong organizational skills with a demonstrated ability to manage multiple priorities simultaneously
• Comfortable with ambiguity — you can take a messy situation, identify the pieces, and create structure
• Proficient in Microsoft Office Suite (Excel especially) and Google Workspace
• Actively uses AI tools in daily work and genuinely curious about how technology can improve processes
• Clear, professional written communication — you write clean, concise documents without being told to
• Proactive by nature — you anticipate what's needed next and act before being asked
• Discretion and good judgment when handling confidential employee information

Nice-to-Haves

• Familiarity with California employment law basics (at-will employment, FEHA, leave laws, I-9 compliance)
• Experience with ADP Workforce Now or similar HRIS platforms
• Background in a law firm, legal operations, or professional services environment
• Exposure to immigration-related HR processes (H-1B, OPT/EAD, I-9 compliance)
• Experience building Excel trackers, templates, or workflow tools

The Ideal Candidate

You are someone who sees a disorganized inbox or an untracked deadline and feels compelled to fix it. You take ownership without being asked, follow up without being reminded, and keep running lists in your head of what's pending. You understand that in a firm this size and pace, one missed step creates downstream problems — and that motivates you to be thorough.

You operate with a C-suite mentality in an individual contributor role. You don't wait for perfect instructions — you assess what you have, make a call, and move. You know the difference between a decision that's yours to make and one that needs sign-off, and you act accordingly.

You are not intimidated by AI tools or new software — you see them as force multipliers and you use them. You communicate professionally and adapt your tone whether you're writing an employee notice, a Slack message, or an interview scheduling email.

Benefits:
What We Offer

• A high-growth, high-visibility role with direct exposure to firm leadership and operations
• The opportunity to build and improve HR systems in a firm that values efficiency and innovation
• We’re committed to supporting the well-being and success of our team through a robust and thoughtfully designed benefits package, including:
• 401(k) with Employer Match – Plan for your future with confidence and company support.
• Health, Dental, and Vision Insurance – Comprehensive coverage to keep you and your family healthy.
• Short-Term, Long-Term Disability & Life Insurance – Financial protection for life’s unexpected events.
• Paid Parking – Convenient and covered, so you can focus on your day.
• Generous Paid Time Off – Ample time to rest, recharge, and take care of personal matters.
• Employee Referral Program – Earn rewards for introducing talented individuals to our team.
• Employee Assistance Program (EAP) – Confidential resources for personal and professional support.
• Employee Discount Program – Access to exclusive savings on a variety of products and services.