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Legal Assistant

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Job Description

Job Description

** Legal Assistant (Insurance Defense)**
Florida (Multiple Offices) | Full-Time | On-site (with flexibility as needed)

** About the Firm**
An AV Preeminent–rated Florida defense firm with multiple offices statewide, representing healthcare systems, insurers, and corporate clients in state and federal courts. The team is collaborative, trial-focused, and committed to delivering exceptional results through rigorous advocacy and client service.

** Position Overview**
The Legal Assistant will support a team of defense attorneys with a focus on medical malpractice and healthcare defense (preferred) and broader insurance defense matters. This role is key to maintaining calendars and deadlines, managing filings through Florida e-portals, coordinating discovery, and ensuring billing compliance with client guidelines.

** Key Responsibilities**

  • ** **Calendaring & Scheduling ****Maintain attorney calendars; schedule depositions, hearings, mediations, IMEs/DMEs, inspections, and meetings; monitor critical deadlines.
  • ** Document Production & Review** Draft, proofread, redact, and format correspondence, pleadings, discovery, and routine motions; ensure accuracy in grammar, citations, and style.
  • ** Court Filings & Service** Handle e-filings and submissions via Florida E-Filing Portal, E-Courtesy, E-Service, JAWS, CM/ECF ; coordinate service on opposing counsel and vendors.
  • ** Case Administration** Open new matters (intake, conflicts), maintain electronic and physical files, organize client materials and attorney work product, and prepare files for closure.
  • ** Billing & Compliance** Enter time, prepare pre-bills/invoices, track accruals, and ensure adherence to client billing guidelines.
  • ** Vendor & Expert Management** Process incoming invoices from experts and third parties; coordinate with vendors on records, subpoenas, and appearance logistics.
  • ** Client & Team Support** Field calls, respond to routine inquiries, and route communications appropriately; prepare expense reports, CLE tracking, check requests, and general correspondence.
  • ** Litigation Portals & Matter Updates** Update clients and carriers through platforms such as CaseGlide, Acuity, Legal Tracker , and similar litigation management tools.
  • ** Systems Proficiency** Efficiently utilize firm software (Microsoft 365, PDF tools, document management, time & billing systems).

** Qualifications**

  • 3–5+ years of legal assistant experience in insurance defense; medical malpractice/healthcare defense preferred.
  • Working knowledge of Florida state and federal court procedures and e-filing requirements.
  • Proven ability to manage high-volume dockets, track deadlines, and balance competing priorities.
  • Strong written and verbal communication; meticulous attention to detail and formatting.
  • Proficiency with Microsoft 365, document management systems, and time/billing platforms.
  • Education: High school diploma (required); Associate’s degree and/or legal assistant/paralegal certificate a plus.

** Key Competencies**

  • ** Attendance & Punctuality:** Consistently on time; ensures coverage when away.
  • ** Communication & Client Service:** Clear, professional, responsive.
  • ** Dependability:** Follows instructions, meets deadlines, works independently with accountability.
  • ** Professionalism & Teamwork:** Respectful, calm under pressure, collaborative.
  • ** Technical Skills:** Competent with phone systems, copiers/scanners, and standard office tech.

** Benefits**
Competitive compensation and a comprehensive package that typically includes:

  • Medical, dental, vision (firm-subsidized)
  • Paid time off and paid holidays
  • 401(k) and profit sharing
  • Life insurance and short-term disability (firm-paid)
  • Optional coverages (e.g., critical illness, accident, hospital indemnity, dependent life)
  • Regular employee appreciation events and a supportive team culture

** EEO Statement**
We welcome applicants of all backgrounds. The firm is an Equal Opportunity Employer and prohibits discrimination and harassment of any kind.

** Ready to Apply?**
Please submit your resume (and brief note highlighting Florida e-filing experience, insurance defense exposure, and any med-mal/healthcare background). Include availability and salary expectations. Qualified candidates will be contacted to discuss next steps.