Litigation Legal Administrative Assistant

Position Responsibilities

• Edit, format, print, and revise letters, memos, reports, forms, labels, and other printed material.
• Open and close client files and maintain files keeping them organized and current, both in electronic and hard copy format; retrieve closed files as required.
• Manage attorneys’ calendars, schedule meetings, and coordinate court appearances, depositions, and other out of office matters.
• Facilitate meeting deadlines by providing timely reminders to attorneys.
• Prepare and file legal pleadings and other documentation with courts, arbitration panels, and administrative or regulatory agencies.
• Proofread all documents produced, checking for appropriate formatting, correct spelling, and grammatical errors; ensure that all attachments, exhibits, and enclosures are intact.
• Process time entries and prepare client billing.
• Handle confidential information with discretion and professionalism.
• Communicate with clients, courts, and third-party vendors on behalf of attorneys.
• Support deposition, hearing, and trial preparation including compiling exhibits, preparing binders, and managing logistics.
• Handle expense reimbursements for attorneys.
• Prepare and process check requests and invoices for payment by the Accounting department.
• Proactively build and coordinate relationships with other Legal Administrative Assistants and teams.
• Answer phones, take and relay messages, and place calls as directed.

Qualifications

• A high school diploma or equivalent required; Bachelor’s degree preferred.
• At least three years of experience in a legal administrative support role; experience supporting a maritime practice preferred but not required.
• Strong working knowledge of local rules related to calendaring and deadlines; ability to rapidly acquire familiarity with relevant court rules and procedures in other jurisdictions.
• Proficiency in Microsoft Office Suite and ability to work with legal practice management software and court filing platforms.
• Comfortable using technology and document management tools.
• Willingness and ability to embrace new technology and platforms and the ability to learn new programs and processes quickly.
• Excellent verbal and written communication skills; comfortable and professional communicating by phone.
• Detail-oriented, well-organized, and the ability to manage multiple assignments and prioritize tasks effectively while meeting deadlines.
• Ability to work independently and collaboratively within a team.