Legal Administrative Assistant - Litigation

Venable LLP•Miami, FL

About The Position

Venable is seeking a Legal Administrative Assistant to provide comprehensive administrative support to assigned legal staff, with a focus on litigation support. The role involves preparing correspondence and legal documents, supporting court filings and litigation proceedings, managing billing tasks, coordinating schedules and travel, and performing general administrative duties. The successful candidate will work independently, manage competing deadlines, handle confidential information with discretion, and produce accurate, timely work. The position may require overtime as needed. Work is mainly sedentary. Venable describes its compensation as competitive and offers benefits and programs intended to support employees’ well-being, families, and futures. New employees receive a detailed orientation to the firm’s benefit offerings upon hire.

Requirements

At least two years of relevant work experience, including experience in a litigation practice group.
Knowledge of electronic filing in 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 software such as Adobe, eFiling, 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, perform non-complex arithmetic calculations, and organize and maintain records and filing systems.
Exceptional interpersonal and communication skills to convey and obtain information from internal and external clients at various levels.
Proactive, independent approach; discretion when handling confidential information; and responsibility for producing complete, timely, effective, and accurate work.
Ability to organize and prioritize numerous tasks and complete them under time constraints.
Excellent organizational and problem-solving skills.
Ability to follow and convey instructions with courtesy and tact, and to initiate follow-up independently.
Good multitasking and time-management skills.
Ability to support more than one person and prioritize assignments appropriately.
Ability to work overtime if needed.

Responsibilities

Prioritize assignments and prepare sensitive, detailed correspondence from rough drafts, including responses to requests for information and recurring reports; prepare routine and non-routine correspondence and legal documents.
Prepare witness and trial binders, assist with deposition preparation and logistics, receive electronic filing notifications from courts through PACER and court ECF accounts, and prepare exhibits for filings.
Manage billing tasks, including time entry and final submission by firm-required deadlines.
Proofread and edit text for grammatical and typographical errors and, occasionally, content.
Schedule appointments; arrange travel and meetings; maintain business calendars; and help timekeepers meet firm-wide and practice-group deadlines.
Perform general administrative tasks, including processing expense reports, managing large document productions and trial binders, conducting online research, answering phones, covering for teammates, preparing client mailings, and processing incoming mail.
Prepare documents for hard-copy and electronic filing with courts and stay current on filing requirements.
Transcribe legal documents, correspondence, and reports from rough drafts.
Organize and maintain record-keeping and filing systems.
Work overtime if needed.