Litigation Legal Administrative Assistant

Snell & Wilmer Business Professional Openings•Tucson, AZ

8d•Hybrid

About The Position

We currently have an opening for a Legal Administrative Assistant within our Litigation Practice Group in our Tucson office. Under general supervision, this role supports the delivery of quality legal services to clients by providing secretarial and administrative assistance to assigned attorneys, paralegals, or other timekeepers. The position operates within a team-oriented environment, emphasizing collaboration and cooperation among team members. The ideal candidate will possess at least 2 years of relevant experience. Specifically, we are looking for individuals who have experience in litigation and bankruptcy practice areas, demonstrating a strong foundation in legal practices and procedures related to these fields. The hours for this position are from 8:30 a.m. to 5:00 p.m., Monday through Friday.

Requirements

At least 2 years of experience as a legal administrative assistant, with proven expertise in supporting both litigation and bankruptcy practice within a mid-size law firm.
Comprehensive knowledge of Arizona court procedures, including state, federal, and appellate levels, with a strong emphasis on e-filing procedures.
Ability and willingness to learn and handle filings in other jurisdictions as needed, including mastering applicable local rules and electronic filing systems outside Arizona.
Exceptional proofreading and editing skills, with a keen eye for detail in all written communications.
Proficiency in Microsoft Office applications (Excel, Word, OneNote, and Outlook) and experience with document management systems.
Demonstrated ability to work independently and within a team, showing reliability and the capacity to juggle multiple tasks effectively.
Excellent interpersonal skills to develop and maintain effective working relationships with all levels of staff and clients.

Responsibilities

Open and maintain client files (paper and electronic) in accordance with firm guidelines.
Process and track legal work, ensuring all deadlines are recorded and met.
Prepare legal documents for e-filing and submission to courts and administrative agencies.
Demonstrate proficient knowledge and experience using Arizona Courts E-Filing, Federal courts e-filing systems, and PACER.
Assist in preparing for court hearings, depositions, mediations, and arbitrations, including scheduling and calendaring deadlines.
Coordinate attorney calendars, appointments, meetings, and travel arrangements.
Respond to telephone inquiries and client needs with professionalism and efficiency.
Anticipate attorney needs to support seamless workflow and time management.
Process incoming/outgoing mail and arrange special deliveries through Office Services as needed.
Proofread documents for grammar, formatting, punctuation, and content accuracy to uphold the firm’s quality standards.
Learn and apply firm policies and procedures to ensure compliance with legal and organizational requirements.
Coordinate the client billing process, troubleshoot issues with the billing department, and ensure timely invoicing.
Accurately record billable and non-billable time for effective service tracking and reporting.
Demonstrate advanced proficiency in Microsoft Word, Excel, and PowerPoint for document creation, data management, and presentations.
Utilize document management systems for task creation, document uploads, and email communication.
Listen actively, follow instructions, and accept feedback to support effective communication and continuous improvement.
Foster strong working relationships with attorneys, staff, and clients to promote a positive and collaborative work environment.
Serve as a mentor to new staff, providing guidance on firm processes and practice area procedures.
Exhibit flexibility to work outside standard business hours as needed to meet deadlines and support urgent legal matters.
Work independently with initiative, accountability, and reliability.
Manage tasks in a fast-paced environment, meeting deadlines while maintaining high-quality standards.
Organize and prioritize assignments effectively, including delegating when appropriate.