Litigation Administrative Assistant- 3694181

AMS Staffing Inc.; Newport Beach (CA); Hybrid; USD 80,000 - 110,000; Full time

Benefits offered by this job

Referral bonus

Hybrid work model

Job summary

AMS Staffing Inc. is seeking a Litigation Administrative Assistant in Newport Beach, CA. The role supports lawyers with intake, filings, travel, and meeting logistics, while coordinating with multiple firm departments.

Responsibilities include assisting with court filings, calendar management, and document handling. Strong writing, organization, and communication are essential; some after-hours and travel may be required.

Qualifications

• Minimum of 2 years’ experience in a legal or professional services environment.
• Proficient with MS Office (Word, PowerPoint, Excel, Outlook) and typing 50 WPM.
• Familiar with Intapp time entry, Elite billing systems, ECF, Lexis Nexis, PACER, ALN and eDocs.

Responsibilities

• Serve as a highly knowledgeable resource about the firm.
• Collaborate with off-site and on-site teams to delegate work, provide quality checks, and meet deadlines.
• Act as liaison between lawyers and IT User Support to address technical issues.

Skills

MS Office proficiency

Typing 50 WPM

Strong grammar and communication

Organization and prioritization

Travel and meeting planning

Customer service orientation

Tools

Intapp time entry

Elite billing systems

ECF

Lexis Nexis

PACER

ALN

eDocs

Job description

Please connect with me on LinkedIn as well @Michelle Wirtz

Job Title: Litigation Administrative Assistant

Location: [Newport Beach, CA , 92660]

Salary/Payrate: $80K - $110K, bonus and awesome benefits

Work Environment: Hybrid (1 day WFH) after ramp up period

Referral Fee: AMS will pay $500 should the person you refer gets hired

Job Description:

• Minimum of 2 years experience working in a legal and/or professional services environment.
• Must be proficient using MS Office products (Word, PowerPoint, Excel, Outlook), , have a minimum typing speed of 50 WPM, and be familiar with Intapp time entry, Elite billing systems, ECF, State and Federal Court rules, Lexis Nexis, PACER, ALN and eDocs
• Must have excellent grammar, communication and organizational skills (on-line and paper), as well as the ability to work under pressure and prioritize to meet deadlines
• Energetic self-starter who is highly customer service oriented and can work in a fast-paced, team environment
• Must be able to work overtime as needed
• Must be able to work in the office full time, when needed / requested.
• Must have demonstrated strong administrative skills in areas of organization, attention to detail, and travel and meeting planning
• Must possess exemplary writing skills, excellent communication, interpersonal and organizational skills
• Must be forward thinking, proactive, and able to demonstrate initiative while managing and meeting deadlines
• Must be able to keep projects on track while following up to ensure all parties are kept abreast on status of projects

Responsibilities:

• Serve as a highly knowledgeable resource about the firm
• Collaborate with off-site word processing services (OMM-Call), onsite Duplication and Office Services teams, Travel, Billing, and other firmwide departments to delegate work, provide quality checks, and meet deadlines
• Act as liaison between lawyers and IT User Support to address technical/software issues

Intake, Billing, and Filings

• Onboard new clients and open new matters in accordance with Conflicts Department procedures
• Assist lawyers with court filings, act as liaison with Court Services Department

Lawyer and Practice Administration

• Clear understanding of Litigation and Corporate practices and associated business and operational processes, with the ability to work across the respective practice’s support, including business development and practice support teams
• Work directly with case teams and associated vendors to support and meet relevant needs, including trial space selection, translation services, and court reporters, among others
• Provide support to trial and deal teams in a firm-billable project assistant capacity, including as the onsite assistant for trial teams—a role that may entail after-hours and weekend work and include travel
• Support attorney case-related work, including document edits, research projects (compiling data into spreadsheets, pulling requested cases, etc.), and client or government letter drafts
• Provide meeting and travel support
• Perform filing, photocopying, scanning, faxing, compiling, mailing/delivery, and distribution of documents
• Manage and maintain lawyers' calendars, email inbox, telephone calls and messages; anticipate items that require follow-up
• Maintain your notary certification and provide notary services when requested
• Provide translation services if applicable, and coordinate translation services if requested

Marketing and Business Development

• Assemble marketing materials (lawyers’ biographies, one-pagers, pitch materials), using PowerPoint as required
• Request updates to lawyers’ biographies in collaboration with BD team
• Maintain lawyers’ contacts in Outlook and firm CRM
• Conduct internet research and coordinate with the knowledge services team to pull articles to support lawyers’ BD efforts
• Update BD team on lawyers’ BD activities (meetings, meals, speaking engagements, conference attendance)
• Submit sponsorships and charitable contribution invoices