Legal Coordinator

Position Overview

The Legal Administrative Coordinator provides high-level administrative, legal, and operational support to the Legal Directors, Legal Department and nonprofit leadership team. The role emphasizes labor relations, compliance coordination, and cross-functional project support while maintaining exceptional administrative operations. This position requires professionalism, confidentiality, organizational strength, and a proactive approach to supporting attorneys, labor relations professionals, and executive leaders in a mission-driven environment.

Responsibilities

Labor Relations & Legal Operations

• Draft, disseminate, and electronically file:
  
  
  
  • Responses to Union information requests
  • Grievance responses
  • Documents related to labor contract negotiations
  • Documentation pertaining to compliance with and implementation of labor contract provisions
  
  
  
  
• Support labor-related communications with professionalism and confidentiality
• Maintain labor and legal records in accordance with internal policies and applicable regulations
• Collaborate with HR and department leadership to track and respond to labor-related issues

Administrative, Compliance, & Legal Support

• Manage the Legal Directors calendar and coordinate meetings and engagements
• Provide high-level administrative support to Managing Attorneys
• Organize travel logistics and expense tracking with attention to detail
• Handle confidential communications and sensitive materials with professionalism and discretion
• Assist with planning and coordination of luncheons, retreats, and internal events; Order catering services and make reservations for meetings and business functions
• Support Executive Assistant and Front Office Manager as needed
• Draft, proofread, and format legal documents, contracts, memos, and correspondence
• Maintain and organize physical and electronic legal files in compliance with document retention policies
• Assist with case preparation, discovery coordination, and tracking of court deadlines
• Prepare engagement letters, perform conflict checks, and manage client intake documentation
• Coordinate and schedule internal and external meetings, depositions, and hearings; work with Legal Directors in reviewing court calendar for scheduled hearings
• Track and submit legal billing, invoices, and expense reports
• Prepare and organize materials for meetings, including presentations, reports, and agendas
• Prepare and edit correspondence, communications, presentations, and official documentation
• Conduct research, compile data, and prepare reports and summaries for internal or board use
• Track timekeeping, mileage reimbursement requests, staff attendance, and scheduling for program staff
• Support onboarding and training of colleagues in departmental administrative procedures
• Serve as a backup on departmental tasks and specialized administrative functions
• Other duties as assigned

Compliance & Governance

• Maintain confidentiality of privileged and sensitive legal and organizational matters
• Support preparation and distribution of board meeting materials and governance documentation (as applicable)
• Assist with coordinating responses to subpoenas, internal audits, and public records requests
• Maintain up-to-date legal registrations, licenses, entity filings, and corporate records
• Ensure records and reporting meet internal compliance standards and grantor requirements

Project Support & Coordination

• Track project timelines, deliverables, and action items; follow up with responsible parties as needed
• Support documentation and communication of project updates for the leadership team
• Assist in preparing presentations and materials for executive and stakeholder meetings
• Coordinate and manage internal and external meetings, capturing key discussion points and follow-up actions
• Coordinate and manage special projects and initiatives as assigned, ensuring alignment with strategic priorities

Required Qualifications

• Associate's degree or equivalent combination of education and experience
• 3 years of legal or executive-level administrative support, preferably in a nonprofit setting
• Fluency in both written and spoken English;
• Hold a valid driver's license, clean driving record and have access to reliable, insured transportation; and
• Knowledgeable in Google Suite, Microsoft Office Suite, and the ability to learn and adapt to multiple databases

Preferred Qualifications

• Bachelor's degree in Legal Studies, Public Administration, or related field
• Familiarity with nonprofit governance and compliance standards
• Knowledge of legal billing processes and legal matter tracking systems
• Proficient in Google Suite, Microsoft Office Suite, and the ability to learn and adapt to multiple databases

Attributes

• Must demonstrate behavior that aligns with RAICES' mission, vision, and values - Proactive, Inclusion, Empowerment, Compassion, and Excellence.
• Comfortable working in a cross-cultural environment, compassionate toward individuals served, and a basic understanding of immigration and refugee services.
• Sound judgment and sensitivity to highly confidential information.
• Highly organized and able to work collaboratively and autonomously in a fast-moving environment.
• Ability to work collaboratively and creatively while inspiring and motivating others to achieve common goals.
• Physical requirements may include carrying up to 25 lbs., loading and unloading donated items, and standing and carrying items.
• Highest level of professional and ethical conduct.
• Willingness to travel, as needed, for RAICES meetings and events as needed

Hybrid Work Plan

PLEASE NOTE: Employees are expected to live within the assigned geographic location in order to commute to and from the office or assigned on-site location(s) as business or client needs require.

• Currently, all interviews are virtual.
• All positions will require working remotely and in-office at the assigned work location.
• Applicants must reside in the state of Texas.
• Relocation assistance may be provided to candidates willing to relocate.

RAICES is an Equal Opportunity Employer and does not discriminate on the basis of race, color, gender, sexual orientation, gender identity or expression, religion, disability, national origin, protected veteran status, age, or any other status protected by applicable national, federal, state, or local law.