ADMINISTRATIVE ASSISTANT

ALLIANCE GLOBAL GROUP LLC• US,

31d•Onsite

About The Position

Alliance Global Group is searching for a highly organized and motivated Administrative Assistant to join our team in support of the United States Attorney’s Office (USAO), Eastern District of Louisiana (EDLA), in New Orleans, Louisiana. This position is contingent upon award. In this role, the Administrative Assistant provides essential administrative and case-support services to assist Fact Witnesses throughout all phases of hearings, Grand Jury proceedings, and trials. The position requires practical working knowledge of the laws, regulations, and Department of Justice requirements necessary to support specialized witness management activities. This role manages scheduling, coordinates witness logistics, prepares financial documentation, and supports trial preparation to ensure smooth and timely case operations.

Requirements

Associate or bachelor’s degree preferred.
Experience providing administrative or litigation support in a legal, government, or professional office environment.
Proficiency with MS Word, MS Excel, MS Outlook, MS Access, and other databases as well as Adobe Acrobat Professional.
Strong organizational skills with the ability to manage multiple priorities, maintain detailed records, and meet strict deadlines.
Excellent written and verbal communication skills with the ability to interact professionally with attorneys, court personnel, witnesses, and other stakeholders.
Ability to review, process, and maintain both legal and non-legal documents with a high degree of accuracy and attention to detail.
Demonstrated ability to work independently and collaboratively in a fast-paced, team-oriented environment while handling sensitive and confidential information.
Must demonstrate professionalism, sound judgment, and the technical knowledge necessary to successfully perform the duties of the position.
Occasional travel may be required for official business as well as training
Security Investigation – Personnel shall have been granted a Minimum Background Investigation waiver before starting work on-site. Background clearance requirements are determined by the risk level of each position, type of access, and length of access required.

Responsibilities

Responsible for maintaining and tracking subpoenas for hearings and trials, including calendaring and coordination with legal support staff.
Meets with witnesses to complete required paperwork and collect receipts or supporting documents for reimbursement.
Monitors the weekly schedules to ensure all subpoenas are received, logged, and processed.
Communicates regularly with and supports staff to obtain up-to-date information on case status, witness needs, and upcoming court events.
Scans, files, and processes vouchers while maintaining accurate records and organized filing systems.
Troubleshoots travel voucher issues and works with appropriate staff to resolve payment or processing concerns.
Secures travel and lodging reservations at government rates when available. Contacts witnesses to gather necessary travel information and communicate finalized arrangements.
Prepares vouchers for reimbursement of expenses and assists with reconciliation of travel credit card accounts.
Pulls documentation required for monthly reconciliation. Reconciles credit transactions and resolves discrepancies associated with travel or reimbursement accounts.
Supports trial teams by providing necessary witness-related coordination.
Assists with coordinating trial preparation meetings, maintaining trial calendars, and updating spreadsheets.
Establishes and maintains working files that include correspondence, reports, and records pertinent to cases.
Develops and maintains tracking systems for ongoing cases and keeps program specialists informed of case progress and upcoming deadlines. Manages calendars of active cases, tracking hearings, trial dates, and sentencing dates.
Produces a wide variety of written documents and materials using multiple office software applications.
Integrates outputs from different software tools to create complex tables, charts, graphs, and similar products.
Ensures proper formatting, accuracy of data, correct spelling, punctuation, and grammar in all written materials.