Proactive Litigation Administrative Assistant

Jones Walker LLP; Miami (FL); On-site; USD 42,000 - 54,000; Full time

Job summary

Jones Walker LLP in Miami seeks a proactive Legal Administrative Assistant to support attorneys in a fast-paced litigation-focused practice. The role requires managing client files, intake, and court filings while maintaining calendars and deadlines.

The ideal candidate has 3+ years of legal administrative experience, is detail-oriented, and proficient in Microsoft Office, CM/ECF, and litigation support platforms. In-office attendance is required.

Qualifications

• Three or more years of legal administrative experience, preferably in a litigation practice.
• Experience with state and federal court filings, including CM/ECF.
• Strong knowledge of litigation calendaring and court deadlines.
• Advanced proficiency in Microsoft Office (Word, Outlook).
• Experience with secure file-sharing and litigation-support platforms.

Responsibilities

• Open, close, and maintain client files in accordance with Firm procedures.
• Assist with new matter intake, including conflicts checks, engagement letters, retainer agreements, matter-opening documentation, and related follow-up.
• Create, edit, revise, format, and proofread pleadings, motions, discovery, correspondence, reports, and other legal documents for accuracy, consistency, grammar, formatting, and completeness.
• Prepare and file documents in state and federal courts using applicable electronic filing systems, including CM/ECF.
• Monitor court filings, notices, pleadings, correspondence, and case activity to identify deadlines and required follow-up.
• Download, save, organize, and appropriately circulate filed documents and court notices, ensuring that related deadlines and action items are calendared.
• Maintain attorney calendars, including deadlines, hearings, depositions, trial dates, scheduling-order requirements, meetings, and other critical dates.
• Apply relevant state and federal court rules when calculating and calendaring deadlines, including the ability to learn and follow jurisdiction-specific requirements.
• Provide timely reminders, track outstanding items, and follow up as necessary to keep matters and deadlines on track.
• Coordinate depositions, hearings, mediations, trials, meetings, and related logistics.
• Support document productions and trial preparation, including organizing exhibits, preparing binders, coordinating materials, and assisting with electronic document-sharing or production platforms.
• Organize and manage large volumes of electronic documents, email correspondence, and other case-related materials.
• Maintain attorney and client contact information in the Firm's contact-management system.
• Open, review, distribute, and follow up on incoming mail and electronic communications.
• Maintain attorney time records as needed and support billing and e-billing activities, including invoice preparation, submission, and follow-up.
• Prepare expense reports, reimbursements, and client-related administrative materials.
• Answer and direct telephone calls, take messages, and communicate professionally with clients, courts, opposing counsel, experts, vendors, and Firm personnel.
• Coordinate with attorneys, paralegals, LAAs, and other business professionals to ensure accurate and timely completion of assignments.
• Use available technology and Firm resources effectively, including secure file-sharing, document-management, electronic-filing, and litigation-support platforms.
• Handle confidential and sensitive information with discretion and professionalism.
• Demonstrate reasonable flexibility when an urgent filing, client deadline, or trial requires support outside regular business hours.
• Perform other duties and assist with practice-related administrative projects as assigned.

Skills

Strong organizational skills

Excellent written and verbal沟通

Ability to manage multiple priorities

Education

High school diploma or equivalent

Bachelor's degree preferred

Tools

CM/ECF

ShareFile

Relativity

Document management systems

Microsoft Word

Microsoft Outlook

Job description

Jones Walker LLP in Miami seeks a proactive Legal Administrative Assistant to support attorneys in a fast-paced litigation-focused practice. The role requires managing client files, intake, and court filings while maintaining calendars and deadlines.

The ideal candidate has 3+ years of legal administrative experience, is detail-oriented, and proficient in Microsoft Office, CM/ECF, and litigation support platforms. In-office attendance is required.