Legal Assistant

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.