Litigation Assistant - Novate Legal Search

The Litigation Assistant provides and coordinates complex and specialized administrative and secretarial

support requiring in-depth knowledge of legal practice processes. This position supports a team of

attorneys. The Litigation Assistant also provides support to other secretaries and attorneys when the

need arises for assistance or coverage. The position acts as an internal and external liaison for attorneys

and clients while managing administrative functions.

ESSENTIAL FUNCTIONS

Manage physical and electronic files, including processing, updating, locating, and reviewing

documents from various software platforms, such as data uploading, keyword searching, and

other tasks defined by the team.

Draft shells for pleadings, discovery, motions, declarations, and proposed orders.

Demonstrate the ability to generate table of contents and authorities.

Prepare and file pleadings correspondence, including e-file of state and federal documents.

Maintain calendar for deadlines, hearings, meetings, reminders, and discovery motions.

Create deposition binders, mediation binders, hearing binders, and trial binders.

Organize case files, including correspondence, pleadings, and discovery motions, ensuring

quality control.

Coordinate multiple office functions, including calendaring, scheduling court reporters,

depositions, mediations, and arbitrations.

Draft, edit, format, and finalize correspondence, memos, and emails; distribute documents as

requested.

Proofread and redline documents, correspondence, and memoranda to ensure accuracy,

including grammar, spelling, punctuation, and syntax.

Prepare reports, tables, and Excel documents as needed for assignments.

Prioritize, coordinate, and manage legal work assignments using available firm support, such as

file clerks, copy services, new business intake, and finance.

Provide support to assigned attorneys throughout the day, proactively suggesting efficiencies or

process improvements.

Input and edit attorney time entries using the firms software and confirm appropriate client

and matter association.

Collaborate with the Billing Department to coordinate client bills, including preparing, reviewing,

and editing proformas and compiling appropriate documentation for inclusion with the final

invoice to clients.

Other duties as assigned.

QUALIFICATIONS

4+ years of relevant experience as a legal secretary and 3 + years in litigation preferred.

Bachelors degree preferred.

Proficient in Microsoft Office Word, Outlook, and Excel records management software and

general office equipment.

Knowledge of iManage, ProLaw, or related software is desired.

Proficient knowledge of various related filing requirements with state and federal entities.

Excellent communication skills verbal and written are required.

Strong organizational skills and attention to detail, with the ability to organize, prioritize, and

complete simultaneous assignments with minimal supervision.

Ability to establish effective working relationships throughout the Firm.

Ability to type with speed and accuracy.

Ability to maintain confidentiality.

Must be able to pass a background check.

PHYSICAL REQUIREMENTS

While performing the duties of this job, the employee regularly requires using hands or fingers, handling

or feeling, and reaching with hands and arms. The employee frequently must sit for prolonged periods

at a desk and work on a computer. The employee is occasionally required to stoop, kneel, crouch, talk,

or hear. The employee must be able to lift to 15 pounds. This job requires close vision, distance vision,

and the ability to adjust focus.

WORKING CONDITIONS

This job is primarily in an indoor office environment with varying noise levels. There may be different

degrees of temperature. The employee may be interrupted from time to time.

WHAT WE OFFER OUR EMPLOYEES

401(k) plan

Health, Dental, and Vision

Aflac

Employer paid life and accidental death & dismemberment benefit up to $25,000.

Holiday Pay

Vacation, Sick Time, and 2 Floating Holidays

Full-Time at 37.5 hours per week (7.5 hours/day)

Company Events Administrative Week, Halloween, Holiday Party, Monthly Birthday and

Anniversaries Celebrations and much more.

WHAT WE OFFER OUR EMPLOYEES

401(k) plan

Health, Dental, and Vision

Aflac

Employer paid life and accidental death & dismemberment benefit up to $25,000.

Holiday Pay

Vacation, Sick Time, and 2 Floating Holidays

Full-Time at 37.5 hours per week (7.5 hours/day)

Company Events Administrative Week, Halloween, Holiday Party, Monthly Birthday and

Anniversaries Celebrations and much more.