Legal Administrative Assistant - Litigation

Venable•Miami, FL

About The Position

The Legal Administrative Assistant provides comprehensive administrative support to assigned legal staff, with responsibilities focused on litigation support. The role involves preparing sensitive and detailed correspondence and legal documents from rough drafts; handling litigation materials and logistics; supporting billing processes; proofreading and editing; and managing schedules, meetings, and travel. The assistant also performs general administrative work, including expense reporting, document production, online research, phone coverage, mail processing, and preparation of court filings in hardcopy and electronic formats. The successful candidate is expected to work independently, maintain discretion with confidential information, manage competing priorities, and produce accurate and timely work. Work is mainly sedentary.

Requirements

At least two years of relevant work experience, including experience in a Litigation practice group.
Knowledge of e-filing in all court systems and experience using PACER accounts and court ECF accounts.
Advanced Microsoft Word skills, including redlining, document comparison, and advanced formatting.
Knowledge of creating and editing tables of authorities (TOA) and tables of contents (TOC), and ability to learn other applications quickly.
Intermediate-to-advanced Microsoft Office Suite skills and strong computer aptitude, including familiarity with Adobe, e-filing, DocuSign, PDF Essentials, ERoom platforms, and Dropbox.
Proficiency with document management systems.
Ability to proofread and edit non-routine correspondence, reports, and tables for spelling, grammar, and sentence structure, using edit marks; meticulous attention to detail.
Ability to draft routine correspondence and transcribe legal documents, correspondence, and reports from rough drafts.
Exceptional interpersonal and communication skills for conveying and obtaining information from internal and external clients at various levels.
Proactive, independent approach; discretion in handling confidential information; and accountability for complete, timely, effective, and accurate work.
Ability to organize and prioritize numerous tasks, meet time constraints, solve problems, multitask, and manage time effectively.
Ability to follow and convey instructions courteously and tactfully, and independently initiate follow-up.
Ability to work overtime if needed.

Responsibilities

Prioritize assignments and prepare sensitive, detailed, routine, and non-routine correspondence and legal documents from rough drafts.
Prepare witness binders and trial binders, assist with deposition preparation and logistics, and manage exhibits for filings.
Receive electronic filing notifications from courts through PACER and court ECF accounts.
Manage billing processes, including time entry and final submissions, in accordance with firm deadlines.
Proofread and edit text for grammatical and typographical errors and, when appropriate, content.
Schedule appointments and arrange travel and meetings; maintain business calendars and help timekeepers meet firm-wide and practice-group deadlines.
Process expense reports, manage large document productions and trial binders, conduct online research, answer phones, provide teammate coverage, prepare client mailings, and process incoming mail.
Prepare documentation for filing with courts in hardcopy and electronic formats and stay current with filing requirements.
Organize and maintain record-keeping and filing systems, transcribe legal documents and correspondence from rough drafts, and perform non-complex arithmetic calculations.
Organize and prioritize multiple tasks, independently follow up as needed, and work for more than one person while prioritizing assignments appropriately.