Modern Legal Support & Operations
for Boutique Law Firms
Substantive bilingual paralegal assistance, meticulous case management, and seamless legal operations powered by LegalTech and Generative AI.
Reclaim 10+ hours of high-impact legal focus every week, eliminate administrative bottlenecks, and keep active case files audit-ready with complete precision.
File Summary
Legal rigor, run like an operation.
I am Sthefanee Galvez, a Bilingual Paralegal and Legal Operations Specialist with 6+ years of remote experience partnering with boutique law firms, corporate counsel, and managing partners.
I help legal practices scale efficiently by bridging substantive procedural support — statutory research via Westlaw, electronic court filings via PACER, contract review, and discovery prep — with modern LegalTech: automated intake pipelines, n8n/Zapier integrations, and AI-assisted workflows.
My approach delivers ethical, detail-oriented, and bilingual (English/Spanish) operational support tailored to US jurisdictions.
Supporting litigation, case docketing, regulatory compliance, and full-scope practice operations for boutique law firms, corporate counsel, and executive leadership.
I combine procedural precision with systems thinking across legal research, e-filing, discovery, contract review, intake, compliance, and workflow automation.
Through an initial operational audit, SOP standardization, and tailored CRM pipelines, I transform active caseloads into 100% audit-ready files, eliminate inbox backlogs, and accelerate document turnaround within 30 to 60 days.
Law firms choose me because I combine the ethical rigor and procedural precision of a high-level bilingual (English/Spanish) paralegal with the systems-driven mindset of an operations manager, delivering modern, reliable, and scalable infrastructure to firms committed to high-impact legal representation.
- Attention to Detail
- Discretion & Ethical Judgment
- Critical Thinking & Analysis
- Systems Thinking
- Zero-Inbox Time Management
- Cross-Functional Collaboration
- Bilingual Communication
- Problem-Solving
- Legal Research & Writing
- Statutory & Case Law Analysis
- Electronic Court Filing (E-Filing)
- Docket & Deadline Management
- Discovery & Pleading Drafting
- Contract Review & Redlining
- Trial & Exhibit Preparation
- Client Intake & Case Screening
- Regulatory & HIPAA Compliance
- Legal Billing & Trust Accounting
- Legal Workflow Automation
- SOP & Process Documentation
- Calendar & Inbox Management
- Meeting Notes & Same-Day Recaps
- Contractor Accountability
- Follow-Through & Urgent-Issue Escalation
- Sales Proposal Drafting
- Appointment Confirmation & No-Show Reduction
- CRM Pipeline Management
- Payroll Coordination
- Stripe Payments Management
- Attorney-Client Privilege
- Transaction Binders & Document Preparation
- Documentation Audits & Audit-Ready Recordkeeping
- Time Management & Prioritization
- Organization
- Deadline Management & Working Under Pressure
- Written Communication
- Verbal Communication
- Active Listening
- Analytical & Problem-Solving Skills
- Adaptability & Flexibility
- Discretion & Confidentiality
- Professionalism & Ethics
- Integrity
- Teamwork & Collaboration
- Client Service & Empathy
- Cultural Competence & Sensitivity
- Initiative & Self-Motivation
- Multitasking
- Independent Judgment
- Interpersonal Skills
- Conflict Resolution
- Negotiation & Persuasion
- Stress Management & Resilience
- Continuous Learning
- Reliability & Accountability
- Project Management & Leadership
- Curiosity & Research Mindset
Availability
Westlaw · PACER · DocuSign · Clio / MyCase · QuickBooks · Gusto · GoHighLevel · Zapier · n8n
Also: LexisNexis · Make · Adobe Acrobat Pro · Billing Software · Legal Document Management Systems · Records Management · Proofreading · Legal Document Preparation · Scheduling · Stripe · Fathom · Calendly
Legal Assistant / Paralegal Diploma, Stratford Career Institute (Completed Oct 2026) · B.A. Psychology & Mathematics, Hunter College, CUNY
Also: Accounting Technology & Bookkeeping Diploma, Stratford Career Institute (in progress, expected June 2027)
Spanish (native) · English (fluent) · French, Italian (working)
Digital Marketing Internship Programme · Strategic Use of AI for Entrepreneurship · AI Opportunities & Enterprise Risk Management · Business Launch & Microtrends
The tools behind the work.
Legal & Research
Westlaw, LexisNexis, PACER, State & Federal E-Filing Portals, Adobe Acrobat Pro
LegalTech & Automation
GoHighLevel, Clio, MyCase, Zapier, n8n, Make, Generative AI (ChatGPT, Claude, Gemini AI, Notion AI)
Project & Document Mgmt
DocuSign, Asana, ClickUp, Monday.com, Trello, Notion, Google Workspace, Microsoft 365, Slack, Zoom, Fathom, Calendly
Billing & Administration
QuickBooks, Gusto, Google Sheets Advanced Dashboards, Excel, Stripe
Compliance & Records
HIPAA-Compliant Portals, Legal Document Management Systems, Records Management Systems
Also familiar with
Lexis+ · Bloomberg Law · CM/ECF · NYSCEF · TrueFiling · Filevine · Smokeball · NetDocuments · Relativity · Everlaw · LawPay · Calendly · CompuLaw · DeepL
Listed for transparency; no certification, years of use or advanced proficiency is implied.
Additional software familiarity — view full list
Legal Research
Westlaw Edge · Lexis+ · Bloomberg Law · Fastcase · Casetext (CoCounsel) · vLex · Google Scholar · Ravel Law
Court Systems & E-Filing
PACER · CM/ECF · Odyssey File & Serve · eFileTexas · NYSCEF · File & ServeXpress · One Legal · TrueFiling · Tyler Technologies (Odyssey) · USCIS online account & myUSCIS
Practice & Case Management
Clio Manage · MyCase · PracticePanther · Smokeball · Filevine · CosmoLex · LEAP · Actionstep · Lawmatics · Zola Suite · Needles · TrialWorks · ProLaw · Amicus Attorney
Document Management & Drafting
Microsoft Word · NetDocuments · iManage · Worldox · HotDocs · Contract Express · Clio Draft (formerly Lawyaw) · Rocket Matter · Adobe Acrobat Pro · Nitro PDF · Foxit PDF · Bluebeam Revu · Westlaw Drafting Assistant · Litera Compare · Workshare · Litera Create
eDiscovery & Litigation Support
Relativity · Logikcull · Everlaw · Disco · Casepoint · Nuix · Concordance · Summation · CaseMap · TextMap · Trial Director · OnCue · Sanction · Exterro · Lighthouse
Billing, Accounting & Payroll
QuickBooks · LawPay · Bill4Time · TimeSolv · Tabs3 / PracticeMaster · PCLaw · Elite 3E · Aderant · Xero · Gusto
Intake, CRM & Communication
GoHighLevel · Lawmatics · Clio Grow · Lead Docket · Smith.ai · Ruby Receptionist · Calendly · Microsoft Outlook · Gmail / Google Workspace · Microsoft Teams · Zoom · Slack · RingCentral · Dialpad
E-Signature & Document Security
DocuSign · Adobe Sign · HelloSign (Dropbox Sign) · PandaDoc · Notarize · HIPAA-compliant portals (Box, Citrix ShareFile) · Dropbox · Google Drive · OneDrive · SharePoint · Box
Docketing & Calendaring
CompuLaw · Outlook / Google Calendar · LawToolBox · Clio Calendar · Docket Alarm · CourtListener
Automation & Productivity
Zapier · n8n · Make (Integromat) · Microsoft Power Automate · Microsoft Excel · Microsoft PowerPoint · Notion · Trello · Asana · Monday.com · Evernote · OneNote · ChatGPT / Claude (AI tools) · Grammarly · DeepL · Otter.ai · Spellbook · Harvey AI · CoCounsel
Transcription, Translation & Language
Rev · Verbit · Trint · Otter.ai · SDL Trados · MemoQ · DeepL · Google Translate (reference only) · Dragon NaturallySpeaking
Specialized Practice Software
Immigration: INSZoom, Docketwise, Clio Grow for Immigration, EOIR ECAS
Intellectual property: Anaqua, PatentCenter, TSDR, USPTO.gov, Alt Legal, Alt Legal Docketing
Estate planning: WealthCounsel, Epiq, CloudLex
Real estate: SoftPro, Qualia, RamQuest, Closer
Bankruptcy: Best Case, NextChapter, Epiq
Corporate: CSC Global, CT Corporation, Diligent Entities, Blueprint, Corporation Service Company
Personal injury: Litify, CloudLex, SmartAdvocate
The practical skills behind every file.
Legal Research & Writing
- Case law and statutory research
- Cite-checking, Bluebook, KeyCite
- Pleadings and motions drafting
- Contract redlining, correspondence
- Legal memoranda and case briefs
- Deposition and records summaries
- Legal research: regulations and secondary sources
- Shepardizing / KeyCiting (validating authority)
- Drafting contracts and agreements
- Summarizing medical records and transcripts
Litigation Support
- Discovery: ROGs, RFPs, RFAs
- Document review, privilege logs
- Deposition preparation and digests
- Exhibit lists and witness binders
- Subpoena prep, service coordination
- E-filing and court procedures
- Docketing and deadline computation
- Document coding
- Trial notebooks
- Evidence organization and chain-of-custody tracking
- Civil procedure and local court rules
Legal Operations & Admin
- Client intake and conflict checks
- Case and matter management
- Billing, timekeeping, IOLTA support
- Records management and retention
- HIPAA and privilege compliance
- SOP development and doc audits
- Legal project management
- Basic bookkeeping and invoicing
- Legal technology proficiency and process automation
Language & Technical
- Bilingual legal translation and interpretation
- Legal terminology fluency
- Proofreading and editing
- Accurate data entry
- Data privacy awareness
- Advanced typing and document formatting
- Cybersecurity and data privacy awareness
Practice-Area Skills
- Corporate: entity formation, annual reports, minutes, resolutions and UCC filings
- Real estate: title searches, closing documents and deeds
- Estate planning and probate: wills, trusts and petitions
- Family law: petitions, financial affidavits and support calculations
- Immigration: USCIS forms (I-130, I-485, I-765, etc.)
- Intellectual property: trademark and patent filings and docketing
- Personal injury and workers' compensation: demand packages and medical chronologies
- Bankruptcy: petitions, schedules and creditor matrix
The skills and tools in this portfolio are organized as a professional capability set. They do not imply experience with every listed platform.
A track record across legal ops, compliance, and client acquisition.
Billing, Payroll & Compliance Coordinator
- Reconciled timesheets, invoices, and billing accounts to identify discrepancies pre-close, maintaining audit-ready financial records.
- Enforced HIPAA and healthcare privacy compliance across medical and personnel records, coordinating corrections with internal stakeholders.
- Bridged bilingual communication between HR, legal, and operations teams in English and Spanish for sensitive payroll and compliance matters.
- Managed Stripe transactions, including failed payments, refunds, disputes, and payouts, escalating issues that need judgment.
Virtual Executive Assistant & Compliance Coordinator
- Organized and submitted 30+ regulatory filings and formal agreements via DocuSign, ensuring adherence to state and federal guidelines.
- Audited client service paperwork for procedural accuracy and verified regulatory compliance across active accounts.
- Coordinated high-volume candidate interview schedules, communications, and intake verifications through to final placement.
Legal Operations Partner & Paralegal Specialist
- Owned daily operations for client engagements, including master calendars and deadline tracking, with a 100% on-time filing record.
- Conducted statutory and case law research via Westlaw and drafted preliminary discovery requests, responses, privilege logs, and disclosure summaries.
- Coordinated federal and state court filings through PACER and e-filing systems, managing master legal calendars and docketing deadlines.
- Managed documentation, compliance checks, and transaction binders for 15+ real estate closings monthly via DocuSign.
- Built automated workflows and CRM pipelines using Zapier, n8n, GoHighLevel, and AI tools, recovering 10+ hours per week in operational overhead.
- Reduced lead response time from 48 hours to under 15 minutes through automated client intake pipelines in GoHighLevel, Zapier, n8n, and Make.
- Authored standard operating procedures (SOPs) and a Notion compliance repository covering case lifecycle, onboarding, and HIPAA audits, reducing administrative onboarding time by 50%.
- Managed Stripe transactions, including failed payments, refunds, disputes, and payouts.
- Drafted sales proposals in GoHighLevel, with attention to writing quality and accuracy.
- Took live meeting notes in Fathom and published same-day recaps with action items, owners, and deadlines.
- Held contractors accountable for deliverables and deadlines, closing loops without being chased.
Operations & Client Acquisition Partner / Sales Specialist
- Supported candidate and client pipelines for legal-service providers, contributing to over $500K in new business through structured outreach and referrals.
- Used AI research tools and database management to structure prospect records and improve intake conversion rates by 40%.
- Drafted service agreements and proposals for legal-sector clients, aligning terms with commercial requirements and regulatory specifications.
Operations & Account Coordination Specialist
- Maintained CRM pipeline hygiene and achieved an 80% appointment attendance rate through automated reminder and confirmation workflows.
- Researched corporate entities and key decision-makers to validate documentation and regulatory alignment across enterprise accounts.
Regional Sales Partner
- Managed full sales cycles with regional and national legal-service providers, from initial prospecting through negotiated contract close.
- Negotiated service agreements with senior stakeholders and prepared formal proposals, pitch decks, and supporting documentation.
Administrative Assistant
- Managed schedules, vendor communications, and daily office operations for a bilingual community institution.
- Processed payroll inputs, maintained financial records, and reorganized administrative systems to accelerate inquiry response times.
Early Administrative & Support Roles
- Provided administrative, intake, and classroom support across healthcare and educational settings.
- Coordinated patient intake, scheduling, and insurance documentation in compliance with HIPAA and privacy regulations.
- Supported multilingual classroom instruction and day-to-day operations in a diverse school environment.
Education and ongoing training.
Additional Training
- Digital Marketing Internship Programme 2024
- Strategic Use of AI for Entrepreneurship
- AI Opportunities and Enterprise Risk Management
- Business Launch and Microtrends
Languages
English (Fluent) · Spanish (Native) · French (Professional working proficiency) · Italian (Professional working proficiency)
A clear process, from intake to filing.
Every engagement runs on a written scope, a documented workflow, and a fixed weekly cadence — so partners always know where each matter stands.
Free intake consult
We review your docket, current bottlenecks, and tooling, then scope the work and agree on a rate before anything begins.
Written scope & onboarding
You get a service agreement, confidentiality terms, and access checklist for Clio, PACER, or whichever stack your firm runs on.
Weekly working rhythm
Deadlines tracked on a master calendar, files kept audit-ready, and a short written status recap each week — no chasing.
Systems that stay
Recurring work is documented and automated, so the improvements remain with your firm rather than living in my inbox.
Two disciplines, one reliable partner.
From courtroom-facing procedural work to the systems that run behind the scenes — every service is built to hold up under audit.
Litigation Support & Case Management
Conducting statutory and case law research in Westlaw, drafting preliminary discovery requests and privilege logs, managing court dockets, and handling federal/state electronic court filings via PACER.
LegalTech & Workflow Automation
Designing automated client intake sequences, scheduling reminders, CRM pipelines (GoHighLevel/Clio), and AI-driven document synthesis to remove operational friction.
SOPs & Practice Standardization
Creating detailed Standard Operating Procedures, client onboarding playbooks, and cloud document repositories to ensure seamless firm continuity.
Regulatory Compliance & Legal Billing
Auditing contracts, maintaining strict adherence to HIPAA and confidentiality standards, managing trust accounting reconciliations, and executing accurate invoicing via QuickBooks and payroll via Gusto.
Statutory & Case Law Research
Precedent research using Westlaw and LexisNexis to prepare case summaries, statutory citations, and legal memoranda that support partner trial strategy.
Discovery & Pleading Prep
Drafting initial discovery requests, responses, privilege logs, and client disclosure packets with rigorous accuracy.
E-Filing & Docketing
State and federal e-filing through PACER, maintaining court calendars and tracking procedural deadlines with zero missed dates.
Trial Prep & Exhibit Binders
Organizing evidentiary exhibits, witness binders, and trial documentation into indexed digital closing binders.
Contract Review & Closings
Reviewing contracts, tracking title contingencies, and coordinating signatures and documentation via DocuSign.
Bilingual Client Support
Intake interviews, witness translation, and correspondence handled in native Spanish and fluent English.
Automated Client Intake
Lead capture, screening questionnaires, and onboarding sequences built in GoHighLevel to accelerate initial contact times.
Legal Workflow Automation
Connecting document generation, client notifications, and calendar reminders using Zapier, n8n, Make, and AI prompts.
SOP & Playbook Documentation
Structured Standard Operating Procedures for case lifecycle management, trial prep, and administrative delegation.
Billing & Financial Admin
Billing cycles, accounts receivable follow-ups, trust account reconciliation in QuickBooks, and payroll in Gusto.
Compliance & HIPAA Oversight
Auditing confidential documentation and healthcare records in strict compliance with HIPAA and federal privacy regulations.
Ongoing Ops Partnership
A standing operations partner who catches the administrative load before it becomes a bottleneck for you or your partners.
Outcomes, not just activity.
Results in numbers
Client Intake Automation & CRM Pipeline
A growing boutique law firm lost prospective clients due to a 48-hour delay in responding to intake inquiries, scattered case notes, and manual consultation scheduling.
Built an end-to-end automated intake pipeline in GoHighLevel integrated with Zapier — capturing inquiry data, screening case viability, dispatching calendar reminders, and sending DocuSign retainer agreements.
Reduced lead response time from 48 hours to under 15 minutes, increased consultation attendance to 80%, and recovered 10+ operational hours weekly for the lead attorney.
Federal E-Filing & Master Docketing System
A multi-case litigation practice faced high administrative overhead organizing trial exhibits and needed systematic deadline management to prevent court sanctions.
Managed court filings through PACER, established a centralized calendar tracking system, and drafted discovery logs and exhibit binders using Adobe Acrobat Pro and case templates.
Maintained a 100% on-time record for all federal/state filings and reduced trial exhibit compilation time by 40%.
Firm-Wide SOP Playbook & Compliance Repository
High administrative friction occurred during case handoffs due to undocumented processes, requiring constant partner intervention for routine tasks.
Developed a comprehensive digital operations manual in Notion detailing step-by-step workflows for case opening, client onboarding, HIPAA compliance audits, and matter closing.
Eliminated partner bottlenecks, standardized file management across remote teams, and reduced administrative onboarding time by 50%.
Ways to work together.
Every engagement starts with a scoping conversation to confirm final hours and pricing for your practice.
Hour Bank
Hour packages tailored to each client's needs — every tier includes the same full scope of services.
- Westlaw & PACER research, filings, and docket tracking
- Discovery drafting and trial exhibit prep
- Client intake pipeline automation and CRM management
- Contract review, closing coordination, and DocuSign workflows
- SOP documentation and firm-wide workflow mapping
- HIPAA compliance auditing and confidential record oversight
- Bilingual client liaison, intake screening, and translation (EN/ES)
- Invoicing and A/R tracking via QuickBooks, payroll via Gusto
Fixed-Price Project
A defined deliverable for firms wanting structured systems modernization without an ongoing monthly retainer.
- Comprehensive operational audit and bottleneck diagnosis
- Complete CRM/intake setup with Zapier/n8n automations
- Delivery of core SOP documentation and custom drafting templates
What partners say.
Sthefanee transformed our daily operations. Her attention to detail with Westlaw research and PACER filings is unmatched, and her intake automations saved us hours every single week. She is indispensable to our firm.
Extremely reliable, proactive, and meticulous with sensitive records. Sthefanee keeps our billing, payroll, and compliance documentation running seamlessly without needing micromanagement.
Ready to bring structured efficiency and modern support to your legal practice?
Let's connect and modernize your legal operations.
Ready to streamline your caseload and reclaim high-value hours? Schedule an introductory consultation today!
Accepting new retainer clients · Litigation, Real Estate and Compliance
Contact me to discuss your legal operations needs.