Legal Administrative Assistant - Medical and Life Sciences
About The Position
The Medical and Life Sciences team is looking for a Legal Administrative Assistant to provide high-level administrative and litigation support to multiple attorneys, including the Industry Team Leader. The firm is seeking an individual with the drive and desire to draft, revise and format legal documents including discovery requests/responses, reports, and correspondence and prepare documents to be e-filed. The role involves creating and maintaining case charts, updating them in real time to reflect new developments. The assistant will serve as a liaison between attorneys and clients, scheduling meetings and delivering information, including uploading legal documents in client-specific databases. Communication with court clerks and administrative staff to request proceeding transcripts, confirm hearing schedules and clarify procedural requirements is also a key part of the role. Assistance with trial preparation, including assembling binders, drafting supporting documents, exhibit preparation, managing courtroom logistics, and providing trial day support is expected. The position also involves assisting attorneys with the court admission process, processing check requests, preparing and processing invoices and expense reimbursements, and assisting in preparing and coordinating client gifts. Calendar management for deadlines, including filing dates, discovery cutoffs, and reporting deadlines, as well as proofreading and ensuring the quality of legal documents, are essential duties. The role requires preparing pleadings, motions and other filings for electronic filing through NYSCEF and CM/ECF, drafting and formatting engagement letters, and utilizing the new matter business intake program to open new files and submit conflict check request forms. Other duties as needed will also be assigned.
Requirements
- 2+ years of litigation experience providing legal administrative support in a law firm (required)
- Defense litigation experience (required)
- Strong communication and client service skills
- Excellent time management, multitasking, and organizational abilities
- Proficiency in Microsoft Office Suite (Word, Outlook, Excel and PowerPoint) including expertise with TOCs, TOAs, and Styles
Nice To Haves
- A bachelor’s degree (preferred)
Responsibilities
- Draft, revise and format legal documents including discovery requests/responses, reports, and correspondence and prepare documents to be e-filed
- Create and maintain case charts, updating them in real time to reflect new developments
- Serve as a liaison between attorneys and clients, including scheduling meetings and delivery of information including uploading legal documents in client-specific databases
- Communicate with court clerks and administrative staff to request proceeding transcripts, confirm hearing schedules and clarify procedural requirements
- Assist with trial preparation, including assembling binders, drafting supporting documents, exhibit preparation, managing courtroom logistics including reserving technology and preparing necessary supplies and providing trial day support
- Assist attorneys with the court admission process by preparing application materials, gathering required documentation and coordinating with court personnel
- Process check requests, prepare and process invoices and expense reimbursements
- Assist in preparing and coordinating client gifts, including compiling mailing lists and packaging
- Calendar deadlines, including filing dates, discovery cutoffs, and reporting deadlines
- Proofread and ensure quality of legal documents
- Prepare pleadings, motions and other filings for electronic filing through NYSCEF and CM/ECF
- Draft and format engagement letters
- Utilize new matter business intake program to open new files and submit conflict check request forms
- Assist with other duties as needed
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What This Job Offers
Job Type
Full-time
Career Level
Mid Level
