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.
