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.
- Attention to Detail
- Discretion & Ethical Judgment
- Critical Thinking & Analysis
- Systems Thinking
- Zero-Inbox Time Management
- Cross-Functional Collaboration
- Bilingual Communication
- Problem-Solving
Availability
Westlaw · PACER · DocuSign · Clio / MyCase · QuickBooks · Gusto · GoHighLevel · Zapier · n8n
Legal Assistant / Paralegal Diploma, Stratford Career Institute (in progress) · B.A. Psychology & Mathematics, Hunter College, CUNY
English & Spanish (fluent) · French, Italian (working)
The tools behind the work.
Legal & Research
Westlaw, LexisNexis, PACER, State & Federal E-Filing Portals
LegalTech & Automation
GoHighLevel, Clio, Zapier, n8n, Make, Generative AI (ChatGPT, Claude, Notion AI)
Project & Document Mgmt
DocuSign, Asana, ClickUp, Monday.com, Google Workspace, Microsoft 365
Billing & Administration
QuickBooks, Gusto, Google Sheets Advanced Dashboards
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.
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.
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.
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.
Ways to work together.
Every engagement starts with a scoping conversation to confirm final hours and pricing for your practice.
Hour Bank
Choose a monthly hour block and draw down as needed — 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.