Legal Assistant | Federal Litigation | West Palm Beach

About the Role

Shutts & Bowen is seeking a Legal Assistant in our West Palm Beach office to provide high-level administrative and litigation support to attorneys handling complex federal matters.

Responsibilities

• Prepare, format, and finalize pleadings, motions, briefs, and exhibits in compliance with the Federal Rules of Civil Procedure and applicable local rules.
• Create, edit, spell check, and proofread work products following the Firm’s established document processing methods and procedures to ensure accuracy and completeness.
• Schedule and maintain attorneys’ calendars.
• Handle monthly client billing (paper and electronic billing).
• Review billing prebills for accuracy and completeness; perform client, matter, and narrative edits.
• Prepare attorneys’ expense reports; prepare payment of vendor invoices or checks to be drawn and charged to appropriate client/matter numbers.
• Open new matters and generate client conflict checks.
• Set up and maintain attorneys’ work paper and electronic files, including daily and regular filing.
• Support discovery, including organizing productions, maintaining privilege and exhibit logs, tracking RFPs/RFAs/interrogatories, and coordinating with e-discovery vendors.
• Assist with deposition preparation by organizing outlines, exhibits, witness files, and logistics.
• Index and prepare files for off-site storage.
• Print and organize various documents received in multiple formats, including emails and attachments.
• Answer the telephone and accurately take and relay messages, as requested.
• Arrange for video conferencing including Zoom and Teams.
• Maintain the highest level of confidentiality of all Firm and client information, records, and files, both within and outside of the Firm.
• Perform other duties and projects as assigned.

Requirements

• Minimum 3-5 years of experience as a litigation legal assistant, with at least 3 years focused on federal court practice.
• Prior experience supporting attorneys in a mid- to large-sized law firm environment.
• Billing experience, including electronic billing, is preferred.
• Flexibility and the ability to deal well with changing assignments and priorities.
• Working knowledge of Microsoft Office applications.
• Strong typing skills, excellent grammar, spelling, punctuation, and communication skills.
• Attention to detail and good organizational and analytical skills.
• Flexibility for overtime, as needed.

Skills

• Respond to client requests under attorney's direction in a professional manner.
• Identify and respond to client issues/problems in a timely manner and seek feedback/follow-up as appropriate.
• Ability to work both independently and effectively with coworkers in a collaborative environment.
• Dedication to producing quality work product.
• Organize and prioritize workload appropriately.
• Cooperate and demonstrate flexibility when facing change.
• Excellent written and verbal communication skills.
• Take initiative beyond routine responsibility.

Physical Demands

• Ability to perform the essential functions of the role with or without reasonable accommodation.
• Prolonged periods of sitting and working on a computer.
• Occasional standing, walking, and movement within an office environment.
• May occasionally lift or move items up to ten pounds.