Litigation Administrative Assistant

Nelson Mullins Riley & Scarborough, LLP•Nashville, TN

About The Position

Nelson Mullins, an AmLaw 60 firm, is currently seeking a Legal Administrative Assistant to join an established National Litigation Team. This position provides a wide range of administrative and clerical support to a legal team in a fast-paced environment. In this role, you will provide comprehensive administrative and litigation support to attorneys and legal teams, ensuring efficient case management and exceptional client service. Responsibilities include maintaining and organizing electronic files using NetDocuments, as well as drafting, formatting, editing, and proofreading a variety of legal documents, including pleadings, discovery, and correspondence. You will manage electronic filings in both state and federal court systems, download and review court documents, and analyze pleadings and orders to accurately log and process docketing requests using the firm’s docketing software, Milana. The position also involves handling incoming mail, professionally managing phone calls and client communications, and supporting the team in maintaining strong client relationships. You will coordinate and schedule meetings, conference calls, and appointments using Microsoft Teams and Outlook, while maintaining attorney calendars and managing travel arrangements. Additional responsibilities include entering and editing attorney time, preparing and distributing client invoices, monitoring accounts receivable, and assisting clients with payments. You will also support administrative functions such as processing expenses, conducting initial conflict checks, opening and closing client matters, and preparing engagement letters, all while maintaining a high level of organization, attention to detail, and professionalism in a fast-paced environment.

Requirements

Minimum of three years of experience supporting civil litigation matters in both federal and state courts
Strong foundation in legal procedures and workflows
Excellent analytical, problem-solving, and multitasking abilities
Exceptional attention to detail and organizational skills to manage competing priorities effectively
Demonstrate initiative, resourcefulness, and the ability to work independently while meeting time-sensitive deadlines in a fast-paced environment
Strong written and verbal communication skills, including a high level of accuracy in spelling and grammar
Advanced proficiency in Microsoft Word, Excel, and PowerPoint
Familiarity with legal billing guidelines and client invoicing processes
Strong technical aptitude, with the ability and interest to quickly learn and utilize a variety of software systems and tools to support efficient legal operations

Responsibilities

Provide comprehensive administrative and litigation support to attorneys and legal teams, ensuring efficient case management and exceptional client service
Maintain and organize electronic files using NetDocuments
Draft, format, edit, and proofread a variety of legal documents, including pleadings, discovery, and correspondence
Manage electronic filings in both state and federal court systems
Download and review court documents
Analyze pleadings and orders to accurately log and process docketing requests using the firm’s docketing software, Milana
Handle incoming mail
Professionally manage phone calls and client communications
Support the team in maintaining strong client relationships
Coordinate and schedule meetings, conference calls, and appointments using Microsoft Teams and Outlook
Maintain attorney calendars
Manage travel arrangements
Enter and edit attorney time
Prepare and distribute client invoices
Monitor accounts receivable
Assist clients with payments
Support administrative functions such as processing expenses
Conduct initial conflict checks
Open and close client matters
Prepare engagement letters
Maintain a high level of organization, attention to detail, and professionalism in a fast-paced environment