Legal Assistant/Secretary
2 months ago
Ascension Global Staffing & Executive Search, a Hispanic Women Owned & Operated National Recruiting Firm stands at the forefront of innovation and excellence. Led by a visionary team with a deep commitment to diversity and inclusion, our firm is dedicated to identifying and attracting top talent across the nation. With a unique blend of cultural insight and professional expertise, we pride ourselves on creating an environment that fosters success for both employers and candidates.
Our client is a diverse litigation law firm focused on maritime, personal injury, and commercial litigation. We have an immediate opening for a Legal Assistant/Secretary to support one Shareholder and one (or more) associate attorney. Candidates must have a professional and polished demeanor, exceptional commitment to accuracy, detail, and follow-up, be able to multitask, and have an upbeat attitude.
The person in this role will be responsible for scheduling, screening calls, responding to communications, and drafting, formatting, and revising correspondence and legal documents.
Primary Responsibilities
• Completes a broad variety of administrative tasks, including managing an active and changing calendar of appointments; arranging travel plans; completing expense reports; and composing and preparing correspondence.
• Organizes meetings, including scheduling, and sending reminders, and organizes catering when necessary.
• Ensures background information for meetings is ready, including reviewing the legal calendar for accuracy and upcoming deadlines.
• Prioritizes conflicting needs; handles matter expeditiously, and proactively, and follows through on projects to successful completion, often with deadline pressures.
• Handles incoming calls in a courteous, efficient manner.
• Handles expense reconciliation and reimbursement.
• Prepares correspondence, pleadings, and other legal documents.
• Proofreads documents to ensure accuracy and completeness prior to distribution or filing.
• Files legal documents in state and federal courts.
• Updates and maintains files in a timely manner.
• Prioritizes and executes assigned tasks quickly and accurately, in an organized and detailed oriented manner.
• Prepares for trial by assisting attorneys and paralegals.
• Additional duties as required.
Personal Attributes
• Understands and abides by the policies and procedures of the firm
• Flexible and willing to assist wherever needed.
• Demonstrates a positive attitude and is approachable.
• Adapts well to fluctuations in workload and changes in responsibilities.
• Able to work effectively in stressful situations with a demanding workload.
• Presents written communications that are concise and accurate.
• Exhibits confident and professional verbal and written communication skills.
• Answers questions clearly and thoroughly.
• Is a problem solver.
Skills and Abilities
• Lexis Nexis, Pacer, ECF, TrialWorks or other comparable document management systems, Word, Outlook, PowerPoint, DropBox, and Excel.
• PC skills; ability to use phone system, copier, scanner, fax, and printer.
• Transcription preferred or willingness to learn.
Minimum Qualifications
• High school diploma required (College degree is preferred, but not required).
• Five years of solid fast-paced executive assistant and litigation secretary experience.
• Computer proficiency, especially with MS Office (Word, Outlook, Excel, and PowerPoint).
Job Type: Full-time
Office Location: Miami, FL, In Person
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