Calendaring Specialist I

About Gemini Legal

If you are seeking meaningful work in a company that values integrity, innovation, and growth, consider a career with Gemini Legal.

Headquartered in Rocklin, California, Gemini Legal is an industry-leading legal support company serving attorneys across California. Our proprietary, in-house developed technology platform powers efficient, secure digital record collection and workflow management. In addition to records services, we provide vocational counseling to injured workers, delivering comprehensive support throughout the life of a case.

Our growth is powered by our people. We operate with an open-door leadership philosophy and a culture built on accountability, collaboration, and service. We promote from within whenever possible and invest in individuals who demonstrate commitment and potential, including those new to the industry.

Ethical. Passionate. Smart. These principles guide how we work, how we serve clients, and how we support one another.

About the Role

 The Calendaring Specialist’s purpose at Gemini is to efficiently manage legal scheduling, ensuring all hearings, depositions, and deadlines are accurately tracked and communicated. This role is critical in maintaining compliance with jurisdictional rules, resolving scheduling conflicts, and supporting litigation teams with timely case management updates. As a member of the Litigation Support department, the Calendaring Specialist is a detail-oriented and highly organized contributor, skilled at balancing multiple deadlines in a fast-paced environment while proactively identifying and resolving scheduling challenges. 

• Location: Rocklin, CA
• Schedule: Monday-Friday, 8:00am-5:00pm 
• Compensation:  $21.63-$28.37 Per Hour

The pay range for this role is $21.63-$28.37. Starting pay for new hires is typically within the lower third of the range: $21.63-$23.88. Exceptions may be made based on factors such as education, specialized skills, or significant relevant experience.

RESPONSIBILITIES

• Receive, sort, and distribute incoming mail
• Prepare outgoing mail, ensuring timely delivery to designated recipients
• Manage the court calendar, scheduling hearings, depositions, and legal proceedings while ensuring compliance with deadlines and jurisdictional rules
• Track and process court notices, orders, and scheduling changes, updating internal systems accordingly
• Communicate scheduling details, changes, and deadlines to all necessary parties
• Ensure timely preparation and filing of legal documents in collaboration with litigation support staff
• Maintain accurate case tracking and calendar data in legal case management software
• Audit and verify calendar accuracy, proactively identifying and escalating scheduling risks
•  Assist in developing and refining calendaring procedures to improve efficiency
• Provide administrative support to ensure seamless scheduling and case management
•  Other duties as assigned

What you Bring

Education and/or experience: 

• High school diploma or equivalent required; associate’s degree in a related field preferred
• 2+ years of experience in legal calendaring, court filing, litigation support, or a similar administrative role preferred

Skills: 

• Strong time management and organizational skills to track multiple deadlines and prioritize tasks effectively
• Clear and professional verbal and written communication skills for coordinating with attorneys, clients, and court personnel
• Ability to manage a high volume of scheduling tasks in a fast-paced, deadline-driven environment
• Keen attention to detail to ensure accuracy in calendaring, filings, and compliance with court deadlines
• Proactive problem-solving skills to anticipate scheduling conflicts and resolve issues efficiently
• Familiarity with court procedures, filing deadlines, and jurisdictional rules (particularly in workers’ compensation) preferred

Technology: 

• Proficient using a computer, business phone, office software, video conferencing, and other computer programs including Google Workplace (Docs, Sheets, Calendar, Gmail, etc.)
• Experience using legal case management or calendaring software preferred

Other: 

• Clean driving record
• Exceptional teamwork
• Experience working in an office setting preferred

FUNCTIONAL REQUIREMENTS

Must be able to perform the essential functions of the position with or without accommodation, including, but not limited to:

• Sitting for at least one hour at a time (total: 6-8 hours/day)
• Keyboarding for extended periods of time (total: 4-6 hours/day)
• Using a phone with or without a headset for extended periods (total: 2-4hours/day)
• Driving for extended periods of time, up to 1-2hours in a day and up to 25-50 miles per day

What You’ll Love About Gemini Legal

Full-Time Team Members

• Comprehensive medical, dental, and vision coverage
• Generous paid time off, including PTO, sick leave, volunteer time, and paid holidays
• 401(k) plan with company match
• Tuition reimbursement program
• Employee Assistance Program and legal assistance benefit
• Company-paid annual charitable donation in your name
• Employee recognition program