Legal Administrative Assistant - Maritime… at Jones Walker · Miami

Description

We are seeking a proactive, highly organized Legal Administrative Assistant (LAA) to provide comprehensive support to Maritime litigators in our Miami office. This role is ideal for a detail-oriented professional who thrives in a fast-paced environment, is comfortable with technology, and enjoys working collaboratively with legal teams to deliver exceptional service to clients.

Position Responsibilities:

• Edit, format, print, and revise letters, memos, reports, forms, labels, and other printed material.
• Open and close client files and maintain files keeping them organized and current, both in electronic and hard copy format; retrieve closed files as required.
• Manage attorneys’ calendars, schedule meetings, and coordinate court appearances, depositions, and other out of office matters.
• Facilitate meeting deadlines by providing timely reminders to attorneys.
• File legal pleadings and other documentation with courts and administrative agencies.
• Proofread all documents produced, checking for appropriate formatting, correct spelling, and grammatical errors; ensure that all attachments, exhibits, and enclosures are intact.
• Process time entries and prepare client billing.
• Handle confidential information with discretion and professionalism.
• Communicate with clients, courts, and third-party vendors on behalf of attorneys.
• Support deposition, hearing, and trial preparation including compiling exhibits, preparing binders, and managing logistics.
• Handle expense reimbursements for attorneys.
• Prepare and process check requests and invoices for payment by the Accounting department.
• Proactively build and coordinate relationships with other Legal Administrative Assistants and teams.
• Answer phone calls, take messages, and redirect calls when appropriate; make phone calls as directed.
• Perform other duties as assigned.

Requirements

Qualifications:

•  High School Diploma or Equivalent; bachelor's or associate degree preferred.
• At least three years of experience in a legal administrative or litigation support role.
• Strong working knowledge of local rules related to calendaring and deadlines; ability to rapidly acquire familiarity with relevant court rules and procedures in other jurisdictions.
• Proficiency in Microsoft Office Suite and ability to work with legal practice management software and court filing platforms.
• Comfortable using technology and document management tools.
• Willingness and ability to embrace new technology and platforms and the ability to learn new programs and processes quickly.
• Excellent verbal and written communication skills; comfortable and professional communicating by phone.
• Detail-oriented, well-organized, and the ability to manage multiple assignments while meeting deadlines.
• Ability to work independently and collaboratively within a team.
• Regular and predictable in-office attendance.

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

The Human Resources department will conduct interviews of qualified individuals prior to requesting a criminal background check, and no job application submitted prior to such interview shall inquire into an applicant's criminal history. If this position is subject to a background check for any convictions related to its responsibilities and requirements, employment will be contingent upon successful completion of a background investigation including criminal history. Criminal history will not automatically disqualify a candidate.