Litigation Assistant - Los Angeles

About the role

This role provides administrative support for members, associates, legal assistants, and other designated firm personnel within the Litigation practice. The Assistant will work closely with assigned teams, managing day-to-day activities and collaborating with colleagues. The firm requires working from the office approximately 80% of the time in accordance with published guidelines.

Responsibilities

• Prepare correspondence, memoranda, and other documents accurately and timely.
• Manage and maintain calendars by scheduling appointments, coordinating meetings, conferences, and travel arrangements.
• Process monthly billing, including inputting draft edits, reviewing billing guidelines, finalizing bills, and emailing/mailing client invoices in collaboration with the assigned billing specialist.
• Drive the timely recording of attorney billable hours according to the firm’s Time Entry Policy; stay current with any policy changes.
• Keep current with expense reporting and process check requests.
• Work with Attorney Development to assist attorneys in monitoring and reporting CLE credits.
• Initiate conflict processes, draft engagement letters, submit intake documentation, follow up for signatures and retainers, and save executed engagement letters to the Document Management System (DMS).
• Ensure all client DMS workspaces are properly organized, with document preparations and version control maintained per the Firm’s Information Governance Policy.
• Provide attorney guidance on Outlook folders/DMS Links and monitor client email filing to conform to the Retention policy.
• Implement processes to close client matters on a timely basis.
• Assist attorneys in the maintenance and disposition of records while adhering to the firm’s Records Policy.
• Provide quality client service by communicating professionally with internal and external inquiries, answering phones, and greeting clients.
• Work collaboratively with assigned teams and section colleagues.
• Proactively participate in training opportunities to advance skill levels and efficiency in firm software.
• Retrieve, review, and save pleadings, court documents, discovery, etc., to the DMS in the appropriate client workspace.
• Monitor litigation deadlines and assist attorneys in drafting motions, responses, and other legal pleadings under attorney direction.
• Conduct research on cases, rules, statutes, etc., as requested by attorneys, including contact with court personnel to ensure compliance with court and judge’s rules.
• Format, finalize, file, and serve all court documents in a timely manner while adhering to all court rules.
• Assist in the preparation and organization of documents, exhibits, etc., for state and federal filings, hearings, depositions, and trial.
• Prepare notices of deposition, subpoenas, and written discovery responses, including requests for production, requests for admission, and interrogatories; serve on all parties; and arrange for service of process and court reporters.
• Work with the E-Data Consulting Group for bates-numbered document production and service on all parties.
• Assume additional responsibilities as requested.
• Log and update all daily tasks and activities accurately in MyDay by the end of each day.

Requirements

• High School diploma and relevant work experience required.
• 5+ years of secretarial or administrative experience, preferably in litigation.
• Excellent computer skills, including proficiency in Microsoft Word, Outlook, Excel, and PowerPoint; ability to quickly learn and master new applications and software.
• Knowledge of legal terminology, civil procedures, and discovery.
• Knowledge of the CA Court system and filing documents with courts and other agencies.
• Excellent written and verbal communication skills.
• Strong organizational and administrative skills.
• Excellent attention to detail and ability to execute through to completion.
• Creative problem-solving skills, reasoning ability, and logical thought process.
• Ability to work under pressure, prioritize competing demands, meet deadlines, and respond quickly to changing priorities.
• Demonstrated ability to professionally interact and collaborate with colleagues at all levels.
• Ability to work independently and as part of a team.
• Outstanding sense of customer service.
• Enthusiastic, proactive, and positive attitude.
• Ability to handle confidential matters with discretion.
• Self-motivated to produce quality work.
• High level of integrity and honesty.
• Flexibility to work overtime when necessary.

Pay

The salary range for this position in Los Angeles is $85,000–$105,000. This position is bonus eligible.

Benefits

Mintz offers a comprehensive benefits package.