The Litigation Assistant provides and coordinates complex and specialized administrative and secretarial support requiring in-depth knowledge of legal practice processes. This position supports a team of attorneys. The Litigation Assistant also provides support to other secretaries and attorneys when the need arises for assistance or coverage. The position acts as an internal and external liaison for attorneys and clients while managing administrative functions.
ESSENTIAL FUNCTIONS
• Manage physical and electronic files, including processing, updating, locating, and reviewing documents from various software platforms, such as data uploading, keyword searching, and other tasks defined by the team.
• Draft shells for pleadings, discovery, motions, declarations, and proposed orders.
• Demonstrate the ability to generate table of contents and authorities.
• Prepare and file pleadings correspondence, including e-file of state and federal documents.
• Maintain calendar for deadlines, hearings, meetings, reminders, and discovery motions.
• Create deposition binders, mediation binders, hearing binders, and trial binders.
• Organize case files, including correspondence, pleadings, and discovery motions, ensuring quality control.
• Coordinate multiple office functions, including calendaring, scheduling court reporters, depositions, mediations, and arbitrations.
• Draft, edit, format, and finalize correspondence, memos, and emails; distribute documents as requested.
• Proofread and redline documents, correspondence, and memoranda to ensure accuracy, including grammar, spelling, punctuation, and syntax.
• Prepare reports, tables, and Excel documents as needed for assignments.
• Prioritize, coordinate, and manage legal work assignments using available firm support, such as file clerks, copy services, new business intake, and finance.
• Provide support to assigned attorneys throughout the day, proactively suggesting efficiencies or process improvements.
• Input and edit attorney time entries using the firm’s software and confirm appropriate client and matter association.
• Collaborate with the Billing Department to coordinate client bills, including preparing, reviewing, and editing proformas and compiling appropriate documentation for inclusion with the final invoice to clients.
• Other duties as assigned.
QUALIFICATIONS
• 4+ years of relevant experience as a legal secretary and 3 + years in litigation preferred.
• Bachelor’s degree preferred.
• Proficient in Microsoft Office – Word, Outlook, and Excel – records management software and general office equipment.
• Knowledge of iManage, ProLaw, or related software is desired.
• Proficient knowledge of various related filing requirements with state and federal entities.
• Excellent communication skills – verbal and written – are required.
• Strong organizational skills and attention to detail, with the ability to organize, prioritize, and complete simultaneous assignments with minimal supervision.
• Ability to establish effective working relationships throughout the Firm.
• Ability to type with speed and accuracy.
• Ability to maintain confidentiality.
• Must be able to pass a background check.
PHYSICAL REQUIREMENTS
While performing the duties of this job, the employee regularly requires using hands or fingers, handling or feeling, and reaching with hands and arms. The employee frequently must sit for prolonged periods at a desk and work on a computer. The employee is occasionally required to stoop, kneel, crouch, talk, or hear. The employee must be able to lift to 15 pounds. This job requires close vision, distance vision, and the ability to adjust focus.
