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Civil Litigation Support Specialist

2 months ago

Palo Alto, California, United States AGG Legal Staffing Full time

A Legal Administrative Assistant plays a crucial role in supporting attorneys and legal teams by managing various administrative tasks. This position ensures the smooth operation of office procedures and promotes effective workflow while adhering to the policies established by the firm. Building and maintaining positive relationships with clients, vendors, and colleagues is essential.

Key Responsibilities:

  • Drafts, formats, and finalizes a variety of documents, including letters, memos, and legal filings, ensuring compliance with the firm's formatting standards using industry-specific software.
  • Oversees multiple assignments from attorneys, organizing clerical tasks to align with administrative and client requirements.
  • Facilitates the onboarding process for new clients, managing conflict checks and billing information in collaboration with various departments.
  • Records, reviews, and submits attorneys' time entries, ensuring adherence to client billing guidelines and timeliness in compliance with firm policies.
  • Arranges travel logistics for attorneys and clients, including flights, accommodations, and ground transportation, while managing travel expense reports.
  • Conducts thorough proofreading of all documents and correspondence to guarantee accuracy in grammar, punctuation, and overall content.
  • Handles incoming and outgoing communications, including phone calls and messages, while utilizing audio and video conferencing tools as needed.
  • Processes mail efficiently and distributes it according to established protocols.
  • Coordinates meetings, conferences, and appointments for attorneys and clients, both in-person and virtually, ensuring all necessary arrangements are made.
  • Maintains organized calendars, contact lists, and client information using firm-specific software.
  • Collaborates with other departments to ensure the successful management of various responsibilities and assignments.
  • Assists with client billing processes as directed.
  • Ensures a tidy and organized workspace, adhering to safety and organizational standards.
  • Maintains accurate electronic and physical client files daily, following the guidelines set by the Records Management Center.
  • Performs additional duties as assigned or as necessary.
  • Participates in mandatory training sessions and team meetings.

Qualifications:

Required:

  • High school diploma or equivalent (GED).
  • A minimum of three years of relevant experience or training, or a combination of education and experience.
  • Proficient in Microsoft Office Suite, legal terminology, and standard document formatting.
  • Typing speed of at least 60 words per minute.
  • Comprehensive understanding of civil litigation processes, including discovery and docketing.
  • Experience with filing in State and Federal courts, including electronic filing systems.
  • Ability to work collaboratively with support staff.

Additional Skills:

The ideal candidate will possess:

  • Exceptional organizational abilities.
  • Meticulous attention to detail.
  • Strong judgment and decision-making skills.
  • Excellent interpersonal communication skills.
  • Analytical and problem-solving capabilities.
  • Ability to work effectively in a team environment.
  • Commitment to confidentiality and discretion.
  • Capacity to perform under pressure.
  • Skill in managing multiple projects with competing deadlines.