Office of General Counsel-Executive Assistant

Title/Role: FL-DEP- Office of General Counsel-Executive Assistant

Location:Tallahassee, FL

Pay Rate: $16.71/hr

Short Job Description

FL-DEP-Office of General Counsel-Executive Assistant - Client will determine pay rate based on candidate experience and interview.

Complete Description

Work Environment: Indoor office and outdoor duties

Equipment Used: normal hand tools, Windows 11, Microsoft Office, Microsoft Edge

Dress Code: Jeans or Khaki type trousers, closed toed shoes

Position Summary

Our client is seeking an experienced Paralegal/Legal Secretary with 3-5 years of legal support experience to provide comprehensive litigation and administrative support to a team of 3-4 attorneys. The ideal candidate will have a strong understanding of the Florida court system, experience with court filings, case management, attorney calendar coordination, and litigation support functions.

This role requires a detail-oriented professional who can effectively manage multiple priorities, communicate with judicial assistants and court personnel, prepare legal documents, and support attorneys throughout the litigation process.

Key Responsibilities

• Provide legal secretarial and administrative support to assigned attorneys.
• Format, proofread, finalize, type, and electronically file legal documents.
• Prepare correspondence, pleadings, motions, notices, subpoenas, and other legal documents from drafts and templates.
• File pleadings, motions, and other court documents with Florida Circuit Courts, DOAH, and other appropriate tribunals.
• Maintain and organize attorney case files, both electronic and physical.
• Manage attorney calendars, including scheduling hearings, depositions, mediations, trials, and client meetings.
• Coordinate and communicate with Judicial Assistants regarding scheduling and court matters.
• Assist attorneys with discovery requests, responses, and document production.
• Prepare exhibits, hearing binders, and case-related documentation.
• Arrange for service of process and maintain tracking of legal deadlines.
• Retain and schedule court reporters and obtain hearing and deposition transcripts.
• Monitor court dockets and case activities.
• Perform general administrative duties, including answering phones, coordinating travel arrangements, and supporting office operations.
• Assist with closing case files and records management activities.
  
  

Required Qualifications

• 3-5 years of experience as a Paralegal, Legal Assistant, or Legal Secretary.
• Experience supporting multiple attorneys simultaneously (3-4 attorneys preferred).
• Knowledge of Florida court procedures, rules, and electronic filing systems.
• Experience filing documents with Florida Circuit Courts and the Division of Administrative Hearings (DOAH).
• Strong litigation support experience, including discovery, exhibits, and pleadings preparation.
• Experience communicating with judges' offices and Judicial Assistants.
• Proficiency with Microsoft Office Suite (Word, Outlook, Excel, PowerPoint).
• Experience using Adobe Acrobat for document preparation and management.
• Exceptional organizational, time management, and communication skills.
• Ability to handle confidential information with professionalism and discretion.
• Prior experience in a litigation practice environment.
• Familiarity with court docketing systems and case management software.
• Experience preparing trial exhibits and hearing materials.
• Knowledge of e-filing requirements and court deadlines.
  
  

Skills & Competencies

• Litigation Support
• Court Filings & E-Filing
• Legal Document Preparation
• Case Management
• Calendar Management
• Discovery Coordination
• Pleadings & Motion Formatting
• Court Scheduling
• Records Management
• Microsoft Office Suite
• Adobe Acrobat
• Written and Verbal Communication
• Attention to Detail
• Multitasking and Prioritization
  
  

Contract Position Requirements

The successful candidate will be responsible for supporting attorneys through all phases of litigation by managing court filings, maintaining case files, coordinating schedules, preparing legal documentation, and ensuring compliance with court deadlines and procedural requirements. This role demands strong organizational skills, accuracy, and the ability to thrive in a fast-paced legal environment.

Skills Required

• Ability to speak and understand English.
• Associates of Bachelors degree
• Must have 3 to 5 yrs experience working as a paralegal or legal secretary.-3 years
• Proficient using Microsoft Office, including Word, Outlook, Excel and PowerPoint.-3 years
• Experience preparing legal documents and subpoenas.-3 years
• Experience preparing discovery requests and scheduling hearings, trials and depositions.-3 years
• Experience formatting, finalizing, typing and filing documents.-3 years
• Experience preparing letters and legal documents from drafts.-3 years
• Experience filing pleadings and motions with appropriate tribunals.-3 years
• Experience managing executive management daily calendars.-2 years
• Experience managing travel arrangements.-1 years
  
  

Highly Desired Skills

• Experience working in the Florida Courts systems