Legal Assistant (Employment Defense)

Legal Assistant

Goal: This position supports our vision to create and maintain a Work Community that is welcoming, kind, organized, and efficient, and supports attorneys in their litigation, counseling, and training practices in a highly proficient manner.

Role: Create an atmosphere that aligns with the firm Vision and Mission, and provide services in a manner that is highly organized, efficient, timely, and fully responsive; act as our public-facing representative with visitors, clients, and vendors.

Responsibilities:

· Maintain litigation attorneys’ calendars, stay apprised of litigation deadlines and court dockets for each active case; follow up on all deadlines with appropriate attorneys in advance to ensure deadlines are met with a specific focus on prioritizing deadlines based on level of importance

· Regularly collaborate with litigation attorneys regarding upcoming deadlines and caseload; remind attorneys of pending deadlines and projects

· Consistently keep attorneys updated on the status of projects being worked on

· Schedule meetings and case-related appointments

· Revise, finalize, and file correspondence, memoranda, pleadings, discovery, and other legal documents with appropriate courts

· Create shells for discovery and pleadings

· Maintain and organize the office file and record-keeping system for all litigation cases and ensure accurate maintenance of litigation/transactional files

· Support Office Manager with supplies, invoicing, and vendors, as needed

· Support and assist attorneys and Office Manager as needed

· Complete travel arrangements and expense reports

· Answer, screen, forward phones in a timely, pleasant, professional, and can-do manner

· Follow up on all phone or other inquiries promptly and take ownership of the same

· Greet guests promptly in a kind, welcoming manner; direct visitors to the appropriate person/office

· Maintain office security by following safety procedures and controlling access via the reception desk

· Perform other duties such as filing, photocopying, transcribing, and faxing

· Update the firm calendar in the supply room

· Mail - open, scan, pass out promptly

· Pick-ups and drop-offs with GSO/UPS/FedEx/etc. timely

· Attend weekly Litigation Meetings and monthly Firm Meetings, and other meetings as appropriate

· Monitor office equipment and work with the Office Manager to track, order, replace, etc.

· Vendor contacts/communications – stay on top of deadlines, projects, and follow up as needed and as directed by the Office Manager

· Firm events – preparation activities, event activities, creating tags, overseeing RSVPs

· Maintain office appearance and ensure public areas are tidy and presentable - reception area, training room (take down and put up tables/chairs), kitchen area, supply room, and closets, dishes, trash collection, sweep stoop, water plants

· Refill coffee and other food/drink supplies

· Open and close front and conference room shades; lock front doors

· Monitor, change printer cartridges

Requirements:

· Kindness

· Understands and respects the firm’s values, Vision, and Mission

· Good listener, open to feedback and provides feedback honestly

· Proven work experience

· Experience and proficiency in maintaining litigation case calendars and prioritizing litigation deadlines

· Proficiency in Microsoft Office Suite 360, Adobe Acrobat Pro, and court docket and filing websites

· Hands-on experience with office equipment

· Professional attitude and appearance

· Excellent written and communication skills

· Ability to be proactive, responsive, timely, dependable, and resourceful

· Excellent organizational skills

· Team-player

· Flexible and versatile, with multi-tasking and time management skills, with the ability to prioritize tasks