Legal Assistant

Mendes & Mount LLP; New York (NY); On-site; USD 55,000 - 75,000; Full time

Job summary

Mendes & Mount LLP is seeking a Legal Assistant to provide comprehensive administrative and litigation support across all phases of litigation in a fast-paced NY environment. The role involves preparing, proofreading, filing, and managing legal documents, maintaining case files, calendars, and coordinating service of process.

The position requires experience supporting attorneys in a litigation setting, strong knowledge of procedures, and excellent organizational and communication skills to

Qualifications

• Experience supporting attorneys in a litigation environment.
• Strong knowledge of litigation procedures, court rules, and legal terminology.
• Experience with electronic filing in State and Federal courts.
• Excellent organizational skills with the ability to manage multiple priorities and meet critical deadlines.
• Exceptional proofreading, formatting, and document production skills.
• Strong written and verbal communication skills.
• Ability to work independently while collaborating effectively with attorneys and support staff.
• High level of professionalism, discretion, and attention to detail.

Responsibilities

• Prepare, edit, proofread, and finalize legal documents, including pleadings, motions, discovery, correspondence, memoranda, briefs, subpoenas, summonses, complaints, cross-claims, notices, and deposition materials.
• Draft routine litigation documents, reports, and correspondence.
• Prepare Tables of Contents and Tables of Authorities for court filings.
• Review documents for formatting, accuracy, and procedural compliance prior to filing and service.
• Assist attorneys with document production, discovery, deposition preparation, and trial preparation.
• Organize and maintain electronic and physical case files, pleadings, exhibits, and litigation binders.
• Prepare and electronically file documents in Federal, State, and Appellate courts using applicable electronic filing systems.
• Monitor court dockets, litigation activity, and filing deadlines through court and legal research websites.
• Maintain litigation calendars, including court appearances, motion schedules, discovery deadlines, and other critical dates.
• Provide attorneys and legal staff with reminders regarding upcoming deadlines, hearings, and procedural requirements.
• Conduct procedural research regarding court rules and filing requirements.
• Prepare pro hac vice applications and related documentation as required.
• Register and maintain court electronic filing accounts and user credentials.
• Coordinate service of process, subpoenas, and other legal documents with process servers and vendors.
• Retrieve and deliver court documents when necessary.
• Prepare new matter opening documentation and coordinate new case setup.
• Enter attorney time into the firm's timekeeping system.
• Assist attorneys with timesheets, billing support, expense reimbursements, travel authorizations, and related administrative reports.
• Prepare check requests, expense reports, and other accounting-related documentation.
• Coordinate travel arrangements and attorney administrative requests.
• Screen and direct telephone calls and assist with client communications as appropriate.
• Provide photocopying, scanning, filing, document organization, and general administrative support.
• Provide reception coverage and administrative assistance as needed.
• Maintain accurate claims files, correspondence, pleadings, reports, and attorney notes.
• Perform factual and litigation-related research using court databases and legal research resources.
• Coordinate with attorneys, paralegals, accounting, records, office services, IT, reception, and other departments to facilitate efficient case management.
• Review invoices from litigation vendors, court reporting services, and case monitoring providers for processing.
• Assist with special projects and other duties as assigned.

Skills

Litigation support

Document management

Timekeeping

Proofreading

Communication skills

Independent work

Professionalism

Discretion

Tools

Microsoft Office Suite

Adobe Acrobat Pro

Elite/3E or equivalent

ChromeRiver

iManage

PACER

NYSCEF

NextGen CM/ECF

New Jersey eCourts

Legal research websites

Document management systems

Job description

The Legal Assistant provides comprehensive administrative and litigation support to attorneys throughout all phases of litigation. This role is responsible for preparing, proofreading, filing, and managing legal documents; maintaining case files and litigation calendars; coordinating court filings and service of process; monitoring deadlines; and supporting attorneys with case management, billing, travel, and administrative functions. The Legal Assistant serves as a key resource to attorneys and staff by ensuring compliance with court rules and procedures while maintaining accurate records and timely communication with courts, clients, vendors, and internal departments.

Essential Functions

Litigation Support

• Prepare, edit, proofread, and finalize legal documents, including pleadings, motions, discovery, correspondence, memoranda, briefs, subpoenas, summonses, complaints, cross-claims, notices, and deposition materials.
• Draft routine litigation documents, reports, and correspondence.
• Prepare Tables of Contents and Tables of Authorities for court filings.
• Review documents for formatting, accuracy, and procedural compliance prior to filing and service.
• Assist attorneys with document production, discovery, deposition preparation, and trial preparation.
• Organize and maintain electronic and physical case files, pleadings, exhibits, and litigation binders.

Court Filings & Case Management

• Prepare and electronically file documents in Federal, State, and Appellate courts using applicable electronic filing systems.
• Monitor court dockets, litigation activity, and filing deadlines through court and legal research websites.
• Maintain litigation calendars, including court appearances, motion schedules, discovery deadlines, and other critical dates.
• Provide attorneys and legal staff with reminders regarding upcoming deadlines, hearings, and procedural requirements.
• Conduct procedural research regarding court rules and filing requirements.
• Prepare pro hac vice applications and related documentation as required.
• Register and maintain court electronic filing accounts and user credentials.
• Coordinate service of process, subpoenas, and other legal documents with process servers and vendors.
• Retrieve and deliver court documents when necessary.

Administrative Support

• Prepare new matter opening documentation and coordinate new case setup.
• Enter attorney time into the firm's timekeeping system.
• Assist attorneys with timesheets, billing support, expense reimbursements, travel authorizations, and related administrative reports.
• Prepare check requests, expense reports, and other accounting-related documentation.
• Coordinate travel arrangements and attorney administrative requests.
• Screen and direct telephone calls and assist with client communications as appropriate.
• Provide photocopying, scanning, filing, document organization, and general administrative support.
• Provide reception coverage and administrative assistance as needed.

Case & Department Support

• Maintain accurate claims files, correspondence, pleadings, reports, and attorney notes.
• Perform factual and litigation-related research using court databases and legal research resources.
• Coordinate with attorneys, paralegals, accounting, records, office services, IT, reception, and other departments to facilitate efficient case management.
• Review invoices from litigation vendors, court reporting services, and case monitoring providers for processing.
• Assist with special projects and other duties as assigned.

Qualifications

• Experience supporting attorneys in a litigation environment.
• Strong knowledge of litigation procedures, court rules, and legal terminology.
• Experience with electronic filing in State and Federal courts.
• Excellent organizational skills with the ability to manage multiple priorities and meet critical deadlines.
• Exceptional proofreading, formatting, and document production skills.
• Strong written and verbal communication skills.
• Ability to work independently while collaborating effectively with attorneys and support staff.
• High level of professionalism, discretion, and attention to detail.

Technical Skills

• Microsoft Office Suite (Word, Excel, Outlook, PowerPoint)
• Adobe Acrobat Pro
• Elite/3E or comparable legal timekeeping and billing software
• ChromeRiver
• iManage
• PACER
• NYSCEF
• NextGen CM/ECF
• New Jersey eCourts
• Legal research and court docketing websites
• Document management systems and electronic records platforms

Preferred Qualifications

• Experience in a litigation law firm environment.
• Working knowledge of New York and New Jersey State and Federal court procedures.
• Experience preparing Tables of Contents and Tables of Authorities.
• Familiarity with electronic case management and docketing systems.