Legal Administrative Assistant

Jones Walker LLP • Miami, FL

8d • Onsite

About The Position

Jones Walker is seeking a proactive, highly organized Legal Administrative Assistant to provide comprehensive support to attorneys in its Miami office. The role supports a busy, varied litigation practice and requires managing competing priorities, anticipating attorney and client needs, monitoring case activity, and following assignments through completion. The assistant maintains client files and matter-intake materials; prepares, proofreads, and files legal documents; monitors case activity and deadlines; maintains calendars; coordinates hearings, depositions, trials, and other logistics; supports document production and trial preparation; and assists with billing, expenses, communications, and other practice-related administration. The role requires discretion with confidential information, effective use of legal technology, teamwork, and flexibility to support urgent filings, client deadlines, or trials outside regular business hours. Regular and predictable in-office attendance is required.

Requirements

• High school diploma or equivalent required.
• Three or more years of legal administrative experience, preferably supporting a litigation practice.
• Experience with state and federal court filings, including CM/ECF and other electronic filing platforms.
• Strong working knowledge of litigation calendaring and court deadlines.
• Familiarity with federal and state court rules and ability to learn jurisdiction-specific rules and procedures quickly.
• Advanced proficiency in Microsoft Office, particularly Word and Outlook, and experience with document-management and contact-management systems.
• Exceptional organizational, proofreading, document-formatting, written communication, and verbal communication skills.
• Ability to manage multiple active matters, competing priorities, and a high volume of documents and correspondence.
• Ability to work independently, exercise sound judgment, anticipate needs, and complete assignments with minimal day-to-day direction.
• Strong attention to detail, a sense of urgency, and the ability to remain composed while managing deadlines and changing priorities.
• Commitment to teamwork, confidentiality, professionalism, and exceptional client service.
• Regular and predictable in-office attendance.

Nice To Haves

• Bachelor’s degree or equivalent related experience.
• Criminal litigation experience.
• Experience with secure file-sharing and litigation-support platforms such as ShareFile, Relativity, or similar systems.

Responsibilities

• Open, close, and maintain organized electronic and hard-copy client files in accordance with Firm procedures.
• Assist with new matter intake, including conflicts checks, engagement letters, retainer agreements, matter-opening documentation, and follow-up.
• Create, edit, revise, format, and proofread legal documents, including pleadings, motions, discovery, correspondence, and reports.
• Prepare and file documents in state and federal courts using applicable electronic filing systems, including CM/ECF.
• Monitor court filings, notices, pleadings, correspondence, and case activity for deadlines and required follow-up.
• Download, save, organize, and circulate filed documents and court notices, and calendar associated deadlines and action items.
• Maintain attorney calendars for deadlines, hearings, depositions, trials, scheduling-order requirements, meetings, and other critical dates.
• Apply relevant state and federal court rules when calculating and calendaring deadlines, and learn jurisdiction-specific requirements.
• Send reminders, track outstanding items, and follow up to keep matters and deadlines on track.
• Coordinate depositions, hearings, mediations, trials, meetings, and related logistics.
• Support document productions and trial preparation, including organizing exhibits, preparing binders, coordinating materials, and assisting with electronic document-sharing or production platforms.
• Organize large volumes of electronic documents, email correspondence, and other case materials.
• Maintain attorney and client contact information in the Firm's contact-management system.
• Open, review, and distribute incoming mail and electronic communications, and follow up as needed.
• Maintain attorney time records as needed and support billing and e-billing, including invoice preparation, submission, and follow-up.
• Prepare expense reports, reimbursements, and client-related administrative materials.
• Answer and direct telephone calls, take messages, and communicate professionally with clients, courts, opposing counsel, experts, vendors, and Firm personnel.
• Coordinate with attorneys, paralegals, other LAAs, and business professionals to complete assignments accurately and on time.
• Use available technology and Firm resources, including secure file-sharing, document-management, electronic-filing, and litigation-support platforms.
• Handle confidential and sensitive information with discretion and professionalism.
• Provide support outside regular business hours when needed for urgent filings, client deadlines, or trials.
• Perform other duties and assist with practice-related administrative projects as assigned.

What This Job Offers

• Job Type: Full-time
• Education Level: High school or GED