Litigation Administrative Assistant

Greenbaum Rowe Smith & Davis, LLP•Red Bank, NJ

12h•Onsite

About The Position

Greenbaum Law is seeking an experienced, detail-oriented Litigation Administrative Assistant to support attorneys handling civil litigation matters involving commercial litigation, construction, real estate, and redevelopment. The position is based full-time on site at the firm’s Red Bank, New Jersey office. Candidates need hands-on experience with New Jersey and New York state court e-filing systems and federal court electronic filing procedures, as well as strong skills in drafting, formatting, and managing litigation documents and independently preparing Tables of Contents and Tables of Authorities. Familiarity with AIA software and forms is a plus. The role includes preparing and filing litigation documents; supporting depositions, mediations, arbitrations, hearings, and trials; coordinating case activities; maintaining files, calendars, deadlines, and schedules; assisting with client intake and communications; and providing practice operations and administrative support. The successful candidate will work collaboratively with attorneys and administrative colleagues, manage time-sensitive assignments and deadlines, and maintain confidentiality and professionalism. A high school diploma or equivalent is required, along with at least three years of litigation administrative or legal assistant experience in a New Jersey law firm. Additional education or legal administrative training is preferred. Employment is contingent upon successful completion of the firm’s standard background screening. The anticipated annual base salary range is $70,000–$73,000, commensurate with experience and qualifications. A competitive benefits package is offered.

Requirements

At least three years of litigation administrative or legal assistant experience in a New Jersey law firm.
Demonstrated experience supporting civil litigation attorneys, preparing legal documents, and managing court filings.
Hands-on experience with New Jersey and New York state court e-filing systems and federal CM/ECF.
Advanced proficiency in Microsoft Word and Outlook.
Ability to independently generate and format TOCs and TOAs using document-processing and automation tools.
Working knowledge of document management, billing, and timekeeping systems.
Strong knowledge of legal terminology, litigation procedures, and document preparation.
Excellent proofreading, written and verbal communication, organizational, and time-management skills.
Ability to work independently, exercise sound judgment, and collaborate effectively.
Professionalism, discretion, attention to detail, and commitment to confidentiality.
High school diploma or equivalent.
Comfort working collaboratively with attorneys and administrative colleagues while managing time-sensitive assignments and litigation deadlines.

Nice To Haves

Additional education or legal administrative training.
Active Notary Public commission, or willingness and eligibility to obtain one.
Familiarity with commercial real estate litigation.
Knowledge of AIA software, forms, or construction contract documentation.

Responsibilities

Draft, format, proofread, and revise pleadings, motions, briefs, certifications, subpoenas, discovery documents, lien filings, and legal correspondence.
Independently prepare accurate, complex Tables of Contents (TOCs) and Tables of Authorities (TOAs).
Manage electronic filing and service through New Jersey eCourts, NYSCEF, and federal CM/ECF systems.
Ensure compliance with court rules, filing procedures, formatting requirements, and deadlines.
Prepare materials for depositions, mediations, arbitrations, hearings, and trials, including exhibits and trial binders.
Organize, index, and track discovery materials and document productions.
Coordinate depositions, client meetings, site inspections, mediations, and court appearances.
Maintain case files, attorney calendars, docket deadlines, and litigation schedules.
Open new matters, initiate conflict checks, prepare intake documentation, and draft retainer letters as directed.
Manage incoming calls and inquiries; accurately relay messages and communicate professionally with clients, opposing counsel, court personnel, and vendors.
Maintain strict confidentiality and adhere to professional and ethical standards.
Open, maintain, and close client files according to firm procedures.
Assist with billing, timekeeping, expense reimbursements, and related administrative tasks.
Manage departmental correspondence and provide cross-coverage to other practice groups as needed.
Prioritize competing assignments, anticipate attorney needs, and meet deadlines in a fast-paced environment.