What are the responsibilities and job description for the Legal Administrative Assistant position at Quest Group Executive Search and Staffing Solutions?
Quest Group is actively seeking an experienced and highly organized Legal Administrative Assistant or Legal Receptionist to support the daily operations of an ultra successful litigation law firm.
The ideal candidate will have 5 years of experience in the legal industry, preferably within civil litigation or insurance defense, and possess exceptional organizational, communication, and administrative skills. This role requires the ability to manage multiple priorities, maintain strict confidentiality, and provide high-level administrative support to attorneys and legal staff in a fast-paced environment.
Key Responsibilities
- Provide comprehensive administrative support to attorneys and legal staff.
- Manage attorney calendars, schedule meetings, court appearances, depositions, mediations, and client conferences.
- Prepare, edit, proofread, and finalize legal correspondence, pleadings, discovery documents, motions, and other legal documents.
- Electronically file documents with state and federal courts (e-filing) and ensure compliance with applicable court rules.
- Maintain electronic and physical case files, ensuring accuracy, organization, and confidentiality.
- Monitor incoming mail, court notices, and deadlines, ensuring timely distribution and follow-up.
- Assist with conflict checks, new client intake, and file opening and closing procedures.
- Assist with onboarding new employees and maintaining office administrative procedures.
- Order office supplies, coordinate equipment maintenance, and assist with general office operations.
- Identify opportunities to improve administrative processes and workflow efficiency.
- Perform other administrative and operational duties as assigned.
Qualifications
- Minimum of 5 years of experience in the legal industry, preferably in litigation defense, insurance defense, or civil litigation.
- High school diploma required; associate's or bachelor's degree preferred.
- Legal administrative, legal assistant, or paralegal certification is a plus.
- Strong knowledge of litigation procedures, court rules, and legal terminology.
- Experience with electronic court filing systems in state and federal courts.
- Proficiency in Microsoft Office Suite, including Word, Outlook, Excel, and PowerPoint.
- Experience with legal practice management, document management, and billing software.
- Excellent written and verbal communication skills.
- Strong organizational skills with exceptional attention to detail.
- Ability to prioritize competing deadlines and manage multiple assignments simultaneously.
- Professional demeanor with strong client service skills.
- Ability to exercise discretion and maintain confidentiality.
- Self-motivated, dependable, and able to work both independently and collaboratively.
Preferred Qualifications
- Experience supporting multiple litigation attorneys.
- Familiarity with insurance defense practices and litigation lifecycle management.
- Experience with document management systems such as iManage, NetDocuments, or similar platforms.