Job Summary
We are seeking a Legal Assistant to provide high-level administrative and clerical support to attorneys by managing scheduling, e-filing pleadings, preparing hearing/trial materials, coordinating legal appointments, drafting correspondence, and maintaining case documentation. This role is considered administrative under Florida Bar ethics guidelines and is not a billable position.

Duties

• Coordinate and schedule attorney appointments including hearings, trials, depositions, teleconferences, and compulsory medical exams (CMEs).
• Maintain attorney calendars and ensure all deadlines and scheduled events are tracked accurately.
• Communicate with court staff, opposing counsel, clients, and other parties regarding scheduling changes.
• E-file pleadings and other legal documents through appropriate court systems.
• Prepare and organize legal documents for submission to the court.
• Download and manage document productions, deposition transcripts, and related case materials.
• Ensure legal documents are properly saved, labeled, and distributed to attorneys/paralegals for review.
• Draft professional correspondence and emails on behalf of attorneys.
• Assist attorneys with drafting motions, notices, and discovery documents as requested (administrative support only).
• Ensure all correspondence is accurate, properly formatted, and aligned with firm standards.
• Prepare hearing or trial packets and transmit them to Judicial Assistants prior to court proceedings.
• Assist with organization of exhibits and supporting documents for hearings and depositions.
• Enter attorney time into the firm’s timekeeping system (TABS or equivalent).
• Support attorneys and office staff with administrative tasks as needed.
• Maintain strict compliance with Florida Bar ethics rules regarding non-billable administrative work.
• Understand that legal assistants may not bill time to cases; only attorneys and paralegals may perform billable work.
• Maintain confidentiality of all client information and firm operations.

Experience

• Previous experience as a Legal Assistant or Administrative Assistant in a law firm environment preferred.
• Experience filing motions with courts as received
• Strong knowledge of legal terminology and legal document formatting.
• Experience with e-filing systems and court procedures.
• Excellent written and verbal communication skills.
• High attention to detail and ability to manage multiple priorities.
• Proficiency in Microsoft Office (Outlook, Word, Excel) and legal software systems.
• Ability to work independently while supporting multiple attorneys.

Preferred Qualifications

• Familiarity with civil litigation processes, including depositions and discovery procedures.
• Experience handling case file organization and document production review support.
• Experience with timekeeping platforms such as TABS.

Work Environment:

• Office-based law firm setting.
• Frequent interaction with attorneys, paralegals, clients, courts, and opposing counsel.
• Fast-paced environment requiring strong organizational skills and professionalism.