Legal Assistant / Legal Secretary

Distro•West Palm Beach, FL

1d•Onsite

About The Position

The firm is seeking a highly organized, detail-oriented, and adaptable Legal Assistant / Legal Secretary to support three equity partners in a sophisticated litigation practice. This person will provide litigation, calendaring, court-filing, client-intake, case-management, and general office support. The successful candidate will coordinate legal deadlines, prepare and proofread documents, electronically file pleadings in Florida state and federal courts, assist with prospective-client intake, organize case files, and help the attorneys and paralegal manage a varied litigation workload. The immediate need may be met through a part-time schedule, particularly one that provides dependable coverage on Mondays and Fridays and includes some overlap with the firm’s existing paralegal. However, the firm is open to considering an excellent full-time candidate when the individual’s experience, capabilities, and compensation expectations align with the firm’s needs. The ideal candidate can contribute quickly with limited training on fundamental litigation procedures. Strong candidates with exceptional client-intake experience may also be considered, even if their paralegal-level litigation experience is more limited.

Requirements

Associate degree or equivalent relevant professional experience.
Previous experience as a Legal Assistant, Legal Secretary, Litigation Assistant, or in a comparable legal-support position.
Working knowledge of litigation procedures and legal terminology.
Experience managing deadlines, calendars, and multiple priorities.
Strong proficiency with Microsoft Word and Outlook.
Proficiency with Excel and Adobe Acrobat.
Excellent written and verbal communication skills.
Strong proofreading, formatting, and document-management abilities.
Exceptional attention to detail.
Ability to maintain confidential client and case information.
Professional demeanor and strong interpersonal skills.
Dependable attendance and punctuality.
Ability to work independently with limited supervision.
Reliable availability for on-site work in West Palm Beach.
Availability to provide Monday and Friday coverage.
Willingness to assist with both legal-support and general office responsibilities.

Nice To Haves

Three or more years of Legal Assistant or Legal Secretary experience.
Experience supporting attorneys in a sophisticated litigation practice.
Florida state and federal court filing experience.
Knowledge of county, state, and federal court procedures.
Experience using the Florida Courts E-Filing Portal.
Experience using CM/ECF and PACER.
Docketing and litigation-deadline management experience.
Experience coordinating service of process, summonses, subpoenas, hearings, mediations, and depositions.
Experience conducting legal client intake and conflict checks.
Experience with MyCase.
Experience with Timeslips.
Experience with Westlaw.
Experience preparing hearing, deposition, or trial materials.
Background in complex commercial or business litigation.
Experience at a larger litigation firm, government legal department, court, or comparable sophisticated legal environment.

Responsibilities

Provide legal and administrative support to three equity partners.
Coordinate with the firm’s paralegal, associate attorney, and other team members.
Manage attorney calendars and litigation schedules.
Schedule hearings, mediations, depositions, trials, conferences, consultations, and internal meetings.
Track court deadlines, filing deadlines, discovery deadlines, response dates, and other case-related obligations.
Review court rules, judicial standing orders, and filing instructions.
Prepare, format, proofread, revise, and finalize legal documents.
Assist with pleadings, motions, discovery requests, discovery responses, subpoenas, notices, correspondence, and related litigation materials.
Prepare hearing notebooks, deposition materials, trial notebooks, exhibit binders, and other attorney work product.
Assist attorneys during depositions, hearings, and trial preparation when required.
Coordinate service of process and related vendor activities.
Conduct factual research, including witness and party background research.
Electronically file pleadings and other legal documents in Florida county and state courts.
Electronically file documents through the federal CM/ECF system.
Access federal court records using PACER.
Confirm that documents satisfy court-specific filing requirements.
Review notices of electronic filing and verify successful submission.
Calendar deadlines accurately based on court rules, orders, notices, and case developments.
Maintain accurate docketing information throughout the litigation lifecycle.
Track service deadlines, summonses, notices, and other procedural requirements.
Identify potential filing or deadline issues and escalate them promptly to the appropriate attorney.
Respond professionally to prospective clients who contact the firm by phone, email, or website inquiry.
Conduct preliminary intake conversations to gather relevant background information.
Document the prospective client’s legal issue, parties involved, timeline, and requested assistance.
Conduct or coordinate conflict checks.
Help determine whether an inquiry should be escalated to an attorney for further review.
Schedule attorney consultations when appropriate.
Follow up with prospective clients regarding requested information or documentation.
Maintain complete and accurate intake records.
Manage conversations professionally when prospective clients provide lengthy or complex narratives.
Protect confidential and sensitive information throughout the intake process.
Answer incoming telephone calls professionally.
Communicate with existing clients regarding appointments, requested records, and attorney-approved case updates.
Coordinate meetings and consultations.
Maintain discretion and confidentiality in all communications.
Deliver responsive and client-focused service.
Route substantive legal questions to the appropriate attorney or paralegal.
Open new matters and establish organized electronic client files.
Save, scan, label, organize, and maintain case documents.
Maintain accurate records within the firm’s case-management system.
Ensure documents are saved in the correct matter and location.
Help maintain complete and orderly case files.
Support matter closing and file-archiving activities when required.
Assist with document collection, production, and exhibit organization.
Process or coordinate invoices related to depositions, court reporters, service of process, and litigation vendors.
Maintain supporting documentation for vendor expenses.
Assist with timekeeping and billing-related administrative tasks.
Coordinate with outside vendors and service providers.
Escalate billing discrepancies or service issues when appropriate.
Process incoming and outgoing mail, email, packages, and deliveries.
Order office supplies and monitor routine office needs.
Assist with copying, scanning, printing, assembling, and mailing documents.
Support client events, seasonal mailings, and special office projects.
Maintain organized common areas and administrative resources.
Perform other reasonable legal and administrative duties based on the firm’s daily needs.