Administrative Assistant, Commercial Litigation - Disputes, Claims & Investigations

About the role

Impact You’ll Make
Provide high-quality administrative and operational support to the Cleveland DCI team
Ensure efficient coordination of schedules, communications, and internal processes
Support engagement lifecycle management and practice operations
Contribute to marketing and business development initiatives to strengthen client relationships and brand presence
Facilitate collaboration across internal departments to support practice success

Responsibilities

• Coordinate calendars, travel arrangements, meetings, and conference calls for the Cleveland DCI team
• Prepare, track, and reconcile expense reports for team leadership
• Maintain organized records, documents, and internal systems to support team efficiency
• Serve as a liaison across departments (Accounting, Legal, Marketing, IT, etc.) to ensure alignment and coordination
• Afford assistance with general office operations and ad hoc administrative projects as needed
• Support internal reporting, tracking, and documentation processes
• Assist with engagement setup and lifecycle processes (project codes, conflict checks, closeouts)
• Track engagement metrics including retainers and accounts receivable
• Afford support to project teams with research and Excel-based analysis
• Draft and coordinate engagement letters in partnership with senior professionals and legal
• Afford preparation of materials and documentation for client engagements
• Support execution of business development and marketing initiatives in coordination with the DCI practice and marketing team
• Afford support for planning and logistics for events, communications, and local marketing efforts
• Afford research on clients, law firms, and case activity
• Afford preparation of presentation materials and background research for client meetings
• Maintain CRM (HubSpot) data, including client contacts and deal tracking
• Afford building and maintaining relationships with young professionals and attorneys in the Cleveland market

Requirements

What You’ll Do
Administrative / Practice Management
Coordinate calendars, travel arrangements, meetings, and conference calls for the Cleveland DCI team
Prepare, track, and reconcile expense reports for team leadership
Maintain organized records, documents, and internal systems to support team efficiency
Serve as a liaison across departments (Accounting, Legal, Marketing, IT, etc.) to ensure alignment and coordination
Afford assistance with general office operations and ad hoc administrative projects as needed
Support internal reporting, tracking, and documentation processes
Engagement / Client Support
Afford support with engagement setup and lifecycle processes (project codes, conflict checks, closeouts)
Track engagement metrics including retainers and accounts receivable
Afford support to project teams with research and Excel-based analysis
Draft and coordinate engagement letters in partnership with senior professionals and legal
Afford preparation of materials and documentation for client engagements
Marketing / Sales Support
Afford support for execution of business development and marketing initiatives in coordination with the DCI practice and marketing team
Afford support for planning and logistics for events, communications, and local marketing efforts
Afford research on clients, law firms, and case activity
Afford preparation of presentation materials and background research for client meetings
Maintain CRM (HubSpot) data, including client contacts and deal tracking
Afford building and maintaining relationships with young professionals and attorneys in the Cleveland market

Qualifications

• Strong organizational and time management skills with the ability to multi-task and meet deadlines
• Strong attention to detail and commitment to accuracy
• Professional communication skills, both written and verbal
• Sound judgment and problem-solving abilities
• Proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook, Adobe Sign)
• Ability to learn new systems and tools (e.g., CRM platforms, legal research tools like Lex Machina) (preferred)
• Experience with CRM tools such as HubSpot (preferred)
• High level of discretion and ability to handle confidential information

Skills

• Organizational and time management skills
• Attention to detail and accuracy
• Communication skills
• Judgment and problem-solving abilities
• Microsoft Office proficiency
• CRM tool proficiency (HubSpot preferred)

Benefits

The specific statements shown in each section of this description are not intended to be all-inclusive. They represent typical elements and criteria necessary to successfully perform the job. Stout is an Equal Employment Opportunity. All qualified applicants will receive consideration for employment on the basis of valid job requirements, qualifications and merit without regard to race, color, religion, sex, national origin, disability, age, protected veteran status or any other characteristic protected by applicable local, state or federal law. Stout is required by applicable state and local laws to include a reasonable estimate of the compensation range for this role. The range for this role considers several factors including but not limited to prior work and industry experience, education level, and unique skills. The disclosed range estimate has not been adjusted for any applicable geographic differential associated with the location at which the position may be filled. It is not typical for an individual to be hired at or near the top of the range for their role and compensation decisions are dependent on the facts and circumstances of each case. A reasonable estimate of the current range is $25.00 - $40.00 Hourly. This role is also anticipated to be eligible to participate in an annual bonus plan. Information about benefits can be found here - https://www.stout.com/en/careers/benefits.