Litigation Legal Administrative Assistant
We are seeking an experienced Litigation Legal Administrative Assistant for our office in Parsippany, New Jersey. This is a fully in-office position, ideal for a candidate with strong technical and organizational skills, meticulous attention to detail, excellent verbal and written communication skills, and a solid work ethic.
Responsibilities:
- Organize and manage the workload and deadlines for assigned attorneys.
- Input and track disbursement and expense reimbursement requests using Chrome River.
- Accurately enter, review, and revise timekeeper timesheets.
- Maintain attorney calendars via Outlook and coordinate travel arrangements as needed.
- Track key deadlines and proactively provide frequent updates to attorneys.
- Coordinate all aspects of client billing each month, working with attorneys and billing coordinators:
- Review pre-bills for accuracy, including rates, discounts, and client information.
- Apply specific billing arrangements, such as flat fees, discounts, and retainer payments.
- Review and verify the accuracy of final bills.
- Assist with opening new matters and maintaining client files in shared drives.
- Coordinate e-filing and filings with state, federal, and appellate courts.
- Draft correspondence with clients, courts, and opposing counsel.
- Generate and edit Tables of Contents & Tables of Authorities using Word Styles.
- Work with the Docketing Department to monitor the calendar process and notify attorneys of litigation deadlines.
- Format, proofread, and finalize motions, oppositions, and exhibits.
- Assist with trial preparation.
- Interact professionally with clients and other parties via email and telephone.
- Perform other related duties as assigned.
Qualifications:
- A minimum of 5 years of experience supporting complex litigation practice, preferably in New Jersey state and federal courts (willing to train the right candidate).
- Ability to work independently, manage workflow, and ensure the team meets critical deadlines.
- Exceptional organizational and time management skills.
- Strong critical and analytical thinking abilities.
- Attention to detail with a high degree of accuracy.
- Ability to handle multiple projects and prioritize effectively.
- Adaptability to changes in workload and responsibilities.
- Familiarity with reviewing attorney time entries and preparing invoices.
- Proficiency in Microsoft Office (Word, Outlook, Excel), Power PDF, and Change-Pro; experience with Aderant and NetDocs is preferred.
- Knowledge of court rules and civil procedures at the state and federal levels, with appellate experience as a plus.
- Experience with filing court documents electronically and in document form, including federal court procedures (CM/ECF).
- Professionalism, including respect for others and the ability to remain calm under pressure.
- A strong team player with a positive attitude, willing to contribute wherever needed.
