Administrative Assistant & Client Services Coordinator

Stonebridge Law APCSan Diego, California (UTC / La Jolla Area)About StonebridgeStonebridge Law APC is a boutique trust & estate litigation and fiduciary advisory firm serving high-net-worth individuals, families, fiduciaries, and closely held family systems throughout California and beyond.Our practice is intentionally different from a high-volume traditional law office. We are building a calm, highly professional, concierge-style environment centered on discretion, responsiveness, operational excellence, and long-term client relationships.This role is not a traditional "assistant" position. We are seeking a highly capable right-hand operations and client services professional who wants to help build a refined, stable, long-term practice. The ideal candidate is organized, emotionally intelligent, detail-oriented, technologically comfortable, calm under pressure, and takes pride in creating order, continuity, and an exceptional client experience.Position OverviewThe Operations & Client Services Coordinator will serve as the operational backbone and front-of-house presence of the firm. This person will help manage workflow, client communications, scheduling, intake, document systems, billing coordination, office operations, and overall administrative continuity.You will work directly with the attorney/founder in a collaborative, high-trust environment.This role is ideal for someone who:Enjoys creating calm and structureIs highly organized and dependableCommunicates professionally and warmlyLikes ownership and responsibilityPrefers a sophisticated, low-drama environmentWants a long-term professional home rather than a temporary jobCore ResponsibilitiesClient Experience & CommunicationServe as the primary front-of-house contact for clients and professional contactsAnswer phones and emails professionally and promptlyCoordinate client meetings, consultations, Zoom calls, and court-related schedulingHelp maintain a calm, polished, concierge-style client experiencePrepare conference rooms and client hospitality when neededMaintain discretion and professionalism with sensitive family and financial mattersOperations & Workflow ManagementManage attorney calendar and scheduling prioritiesAssist with workflow tracking and follow-up systemsCoordinate deadlines, reminders, and document organizationMaintain digital and physical file systemsHelp ensure matters move efficiently and clients remain informedCoordinate with courts, opposing counsel, experts, fiduciaries, accountants, and other professionals as neededAdministrative & Billing SupportAssist with engagement letters, intake forms, and new matter setupCoordinate billing cycles, invoices, retainers, and payment follow-upHelp maintain evergreen retainer systems and administrative consistencyTrack operational tasks and office systemsAssist with document assembly, scanning, PDF organization, and file managementOffice & Environment StewardshipHelp maintain a refined, orderly, low-chaos office environmentCoordinate supplies, vendors, office systems, and general operationsTake ownership of front desk and client-facing presentationSupport creation of a professional, stable, institutional atmosphereQualificationsRequiredExcellent organizational skills and attention to detailStrong written and verbal communication skillsProfessional demeanor and emotional intelligenceAbility to handle confidential information discreetlyComfort with technology and willingness to learn systems quicklyReliability, consistency, and follow-throughAbility to manage multiple priorities without creating chaosPreferred (but not required)Prior experience in a law firm, professional services firm, fiduciary office, wealth management office, or high-end client service environmentFamiliarity with legal billing software, Microsoft Office, Adobe Acrobat, Clio, or similar systemsExperience coordinating calendars, workflows, or executive supportInterest in long-term operations, legal administration, or professional services managementCompensation & BenefitsTarget compensation: approximately $35-45/hour ($65,000 - $85,000) depending on experience and fit 401K with 2.5% company match (eligible after 90 days)Full-time preferred, but will consider part-time/reduced hoursPerformance bonus potentialPaid time offProfessional development opportunitiesLong-term growth opportunity within the firmStable, respectful, low-drama work environmentThe Right FitThis role is best suited for someone who values professionalism, calm competence, ownership, and long-term stability. We are not looking for a chaotic "hustle culture" personality. We are looking for someone who enjoys helping create a high-functioning, refined environment where clients feel taken care of and important work gets done thoughtfully and consistently. The right candidate will become an important long-term part of the firm.LocationSan Diego / UTC-La Jolla area.In-person preferred, though some flexibility may be available for the right candidate.To ApplyPlease submit:ResumeBrief cover letter or short note explaining why this role interests youAny relevant experience in operations, legal support, executive support, client service, or professional office environmentsWe value professionalism, judgment, warmth, discretion, and reliability as much as technical experience.

Created: 2026-05-16