Legal Assistant

1 week ago

Miami, FL, United States Hamilton & Miller, PA Full time
Hamilton Miller & Birthisel LLP

Hamilton Miller & Birthisel LLP is a premier insurance defense trial law firm with a presence spanning Florida, New York, Virginia, Puerto Rico, Jamaica, the U.S. Virgin Islands, and The Bahamas. We are nationally recognized for our work in insurance defense, admiralty and maritime law, transportation and trucking, personal injury, premises liability, professional malpractice defense, construction, subrogation, and products liability litigation.

The firm holds an AV® Preeminent rating-the highest peer-review distinction from Martindale-Hubbell-and is consistently ranked among the most diverse law firms in South Florida. Our attorneys are known for delivering swift, lucrative results, backed by a 24/7 emergency action response team serving clients in domestic and international jurisdictions.

GENERAL SUMMARY:

The Legal Assistant provides comprehensive administrative and case coordination support to attorneys, ensuring the efficient management of litigation matters. Key responsibilities include maintaining attorney calendars, scheduling proceedings, tracking deadlines, preparing and organizing case documents, and facilitating communication with clients, carriers, vendors, and court personnel. The role requires a high level of organization, attention to detail, and a proactive, service-oriented approach to supporting legal teams.

PRINCIPAL DUTIES AND RESPONSIBILITIES:
  • Manage attorney calendars and deadlines in the case-management system (e.g., AIM, PerfectLaw) and sync with Outlook.
  • Schedule calls, depositions, hearings, and meetings; send invitations via Teams or Zoom.
  • Track court and internal deadlines, issue reminders, and escalate conflicts as needed.
  • Open and organize new matters (parties, contacts, judges, divisions, service lists).
  • Retrieve dockets and orders, create ticklers, and maintain organized, compliant files in accordance with client standards.
  • Prepare concise case summaries outlining key filings, dates, procedures, and client or carrier expectations; coordinate introductions and updates.
  • Draft correspondence and confirmations; communicate professionally with clients, carriers, vendors, court staff, and internal teams.
  • Format and prepare letters, forms, and basic pleadings for attorney review.
  • Assemble and bookmark PDFs; assist with e-filing per attorney and/or paralegal direction.
  • Review and apply judge- and division-specific procedures to scheduling, notices, and submissions.
  • Maintain well-organized electronic and physical matter files using firm standards.
  • Perform other duties as assigned.
ESSENTIAL SKILLS AND COMPETENCIES:
  • Proficient in managing attorney calendars and litigation timelines using case-management systems (AIM, PerfectLaw) and Outlook; skilled in tracking deadlines, sending reminders, and resolving conflicts.
  • Experienced in opening and organizing matters, maintaining service lists, and preparing case summaries with key filings, deadlines, and client/carrier requirements.
  • Advanced in legal software tools: Microsoft Office Suite, Teams, Zoom, and PDF platforms for document preparation, bookmarking, tabbing, and e-filing.
  • Skilled in drafting and formatting correspondence, legal forms, and basic pleadings with strong knowledge of legal standards and procedural accuracy.
  • Familiar with judge-specific procedures and division preferences for accurate scheduling, notices, and court submissions.
  • Strong communication and interpersonal skills; liaises effectively with clients, carriers, courts, vendors, and internal teams.
  • Highly organized in maintaining electronic and physical files, applying naming conventions, and ensuring timely document placement.
  • Able to synthesize case details, anticipate procedural needs, and proactively address scheduling or filing issues.
  • Maintains strict confidentiality and exercises sound judgment in all interactions.
  • Flexible, dependable team player thriving in fast-paced legal environments.
EDUCATION AND EXPERIENCE:
  • Associate's or bachelor's degree in Paralegal Studies or related field; Paralegal Certification preferred.
  • Minimum three years' experience supporting litigation attorneys in a law firm or corporate legal department.
  • Familiar with Florida state and federal court procedures, e-filing systems, and local rules.
  • Proficient in legal case-management systems (e.g., AIM, PerfectLaw) and document preparation.
  • Knowledge of legal billing practices and time-entry systems.
  • Proficiency in preparing and formatting legal documents, including pleadings, discovery, and correspondence.
  • Notary Public certification preferred.

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