Litigation Assistant - Los Angeles

Mintz; Los Angeles (CA); On-site; USD 55,000 - 75,000; Full time

Benefits offered by this job

Bonus eligible

Benefits package

Job summary

Mintz in Los Angeles is seeking an experienced Litigation Administrative Assistant to provide reliable support to attorneys, associates and staff. The role requires managing calendars, drafting correspondence, preparing filings, and coordinating meetings, travel and billing processes with precision.

Candidates should have a high school diploma with 5+ years of litigation administration, proficient MS Word/Outlook/Excel/PowerPoint skills, and the ability to handle confidential information with

Qualifications

• High school diploma or equivalent required.
• 5+ years secretarial or administrative experience in litigation.
• Proficient with Microsoft Word, Outlook, Excel and PowerPoint.
• Ability to handle confidential information with discretion.

Responsibilities

• Prepare correspondence, memoranda and other documents in an accurate and timely manner.
• Manage and maintain calendars by scheduling appointments, meetings and travel arrangements.
• Process monthly billing in collaboration with the billing specialist.
• Track attorney billable hours and ensure compliance with Time Entry Policy.
• Organize client DMS workspaces and maintain document control per policy.
• Provide professional client service by answering inquiries and greeting clients.

Skills

Microsoft Word

Outlook

Excel

PowerPoint

Education

High School diploma

5+ years litigation admin experience

Job description

The Assistant provides administrative support for members, associates, legal assistants and other designated firm personnel. This role will work closely with assigned teams managing the day-to-day activities within the Litigation practice. Collaboration with team members is an important component of any role at Mintz. Therefore, the firm requires working from the office approximately 80% of the time in accordance with the firm’s published guidelines.

Responsibilities:

• Prepare correspondence, memoranda and other documents in an accurate and timely manner.
• Manage and/or maintain calendar by scheduling appointments, coordinating meetings, conferences and travel arrangements.
• Process monthly billing (input draft edits, review billing guidelines if applicable, finalize bills, email and mail client invoices) by working closely with assigned billing specialist.
• Drive the timely recording of attorney billable hours worked according to the firm’s Time Entry Policy; become an expert on the policy and stay current with any changes.
• Keep current with expense reporting and process check requests.
• Work with Attorney Development to assist attorneys in monitoring and reporting CLE credits.
• Initiate conflict process, draft engagement letters, submit intake documentation for processing, follow up as necessary for signatures and retainers, save executed engagement letter to Document Management System (“DMS”).
• Responsible for ensuring all client DMS workspaces are properly organized, and that all versions and document preparations are done in our DMS to preserve version control and integrity of client record per the Firm’s Information Governance Policy.
• Provide attorney guidance on Outlook folders / DMS Links and monitor to ensure client email filing conforms to Retention policy.
• Implement process to close client matters on a timely basis.
• Assist attorneys in maintenance and/or disposition of records while adhering to firm Records Policy.
• Provide quality client service by communicating professionally with internal and external client inquiries, answering phones and greeting clients.
• Work collaboratively with assigned team and section colleagues.
• Proactively participate in training opportunities to advance skill levels and efficiency in firm software.
• Retrieve, review, and save pleadings, court documents, discovery, etc. to DMS in appropriate client workspace.
• Monitor litigation deadlines and assist attorneys in drafting motions, responses, and other legal pleadings under the attorney’s direction.
• Conduct research on cases, rules, statutes, etc., as requested by attorneys, including contact with court personnel as needed to ensure all documents are prepared according to specific court and judge’s rules.
• Format, finalize, file, and serve all court documents in a timely manner while adhering to all court rules.
• Assist in the preparation and organization of documents, exhibits, etc. for state and federal filings, hearings, depositions, and trial.
• Prepare notices of deposition, subpoenas, and written discovery responses, including requests for production of documents, requests for admission, and interrogatories; serve on all parties; and arrange for service of process and court reporters.
• Work with E-Data Consulting Group, bates-number document production, and service on all parties.
• Assume additional responsibilities as requested.
• Log and update all daily tasks, and activities accurately in MyDay by each end of day.

Qualifications:

• High School diploma and relevant work experience required.
• 5+ year’s secretarial or administrative experience, preferably in litigation.
• Excellent computer skills, including proficiency in using Microsoft Word, Outlook, Excel and PowerPoint. Ability to quickly learn and master new applications and software is critical.
• Knowledge of legal terminology, civil procedures and discovery is required.
• Knowledge of CA Court system is required.
• Knowledge of filing documents with courts and other agencies.
• Possess excellent written and verbal communication skills.
• Strong organizational and administrative skills.
• Excellent attention to detail and ability to execute through to completion.
• Creative problem-solving skills, reasoning ability and logical thought process.
• Ability to work under pressure, prioritize competing demands, meet various deadlines and respond quickly to changing priorities.
• Demonstrated ability to professionally interact and collaborate with colleagues at all levels.
• Ability to work independently and as part of a team.
• Outstanding sense of customer service.
• Enthusiastic, proactive and positive attitude.
• Ability to handle confidential matters with discretion.
• Must be self-motivated to produce quality work.
• High level of integrity and honesty.
• Flexibility to work overtime when necessary.

This job description is a general description of the types of responsibilities that are required of an individual in this job. It is not intended to be a complete list of the responsibilities, duties and skills that may be required for this job.

The salary range for this position in each office location is:

This position is bonus eligible. Mintz offers a comprehensive benefits package.

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