Legal Assistant / Legal Secretary

Job description

Legal Assistant / Legal Secretary Position Summary The firm is seeking a highly organized, detail-oriented, and adaptable Legal Assistant / Legal Secretary to support three equity partners in a sophisticated litigation practice. This person will provide litigation, calendaring, court-filing, client-intake, case-management, and general office support. The successful candidate will coordinate legal deadlines, prepare and proofread documents, electronically file pleadings in Florida state and federal courts, assist with prospective-client intake, organize case files, and help the attorneys and paralegal manage a varied litigation workload. The immediate need may be met through a part-time schedule, particularly one that provides dependable coverage on Mondays and Fridays and includes some overlap with the firm’s existing paralegal. However, the firm is open to considering an excellent full-time candidate when the individual’s experience, capabilities, and compensation expectations align with the firm’s needs. The ideal candidate can contribute quickly with limited training on fundamental litigation procedures. Strong candidates with exceptional client-intake experience may also be considered, even if their paralegal-level litigation experience is more limited. Schedule and Work Arrangement On-Site Requirement This is an on-site position based in the firm’s West Palm Beach office near Palm Beach Lakes Boulevard. Candidates should be able to commute reliably to the office. A commute of approximately 30 minutes is considered realistic for many candidates in the surrounding area. Schedule Options The firm is flexible based on the selected candidate’s availability and qualifications. Option 1: Five-Day Morning Schedule Monday through Friday. Approximately 8:00 AM to 1:00 PM or 9:00 AM to 2:00 PM. Provides daily continuity and overlap with the existing paralegal. Option 2: Three-Day Schedule Full-day coverage on Monday and Friday. At least one additional weekday with overlap during Tuesday, Wednesday, or Thursday. Option 3: Full-Time Schedule A full-time schedule may be considered for a highly qualified candidate capable of assuming a broader combination of litigation, intake, and administrative duties. Regardless of the final arrangement, dependable Monday and Friday availability is an important requirement. Compensation and Benefits Compensation Part-time compensation will be structured on an hourly basis. The hourly rate will depend on the candidate’s litigation experience, court-filing knowledge, client-intake capabilities, schedule, and overall fit. For reference, the firm indicated that a typical full-time starting salary would be approximately $50,000 annually. Candidates should be prepared to provide their hourly or annual compensation expectations during the screening process. Benefits Part-Time Employees The part-time position is not expected to include a standard benefits package. Eligible Full-Time Employees Benefits may include: Firm-paid employee health insurance. Paid holidays after the applicable eligibility period. Paid vacation after the applicable eligibility period. Health-insurance eligibility may depend on the employee’s weekly schedule and applicable plan requirements. Key Responsibilities Litigation and Attorney Support Provide legal and administrative support to three equity partners. Coordinate with the firm’s paralegal, associate attorney, and other team members. Manage attorney calendars and litigation schedules. Schedule hearings, mediations, depositions, trials, conferences, consultations, and internal meetings. Track court deadlines, filing deadlines, discovery deadlines, response dates, and other case-related obligations. Review court rules, judicial standing orders, and filing instructions. Prepare, format, proofread, revise, and finalize legal documents. Assist with pleadings, motions, discovery requests, discovery responses, subpoenas, notices, correspondence, and related litigation materials. Prepare hearing notebooks, deposition materials, trial notebooks, exhibit binders, and other attorney work product. Assist attorneys during depositions, hearings, and trial preparation when required. Coordinate service of process and related vendor activities. Conduct factual research, including witness and party background research. Court Filing and Docketing Electronically file pleadings and other legal documents in Florida county and state courts. Electronically file documents through the federal CM/ECF system. Access federal court records using PACER. Confirm that documents satisfy court-specific filing requirements. Review notices of electronic filing and verify successful submission. Calendar deadlines accurately based on court rules, orders, notices, and case developments. Maintain accurate docketing information throughout the litigation lifecycle. Track service deadlines, summonses, notices, and other procedural requirements. Identify potential filing or deadline issues and escalate them promptly to the appropriate attorney. Prospective Client Intake Respond professionally to prospective clients who contact the firm by phone, email, or website inquiry. Conduct preliminary intake conversations to gather relevant background information. Document the prospective client’s legal issue, parties involved, timeline, and requested assistance. Conduct or coordinate conflict checks. Help determine whether an inquiry should be escalated to an attorney for further review. Schedule attorney consultations when appropriate. Follow up with prospective clients regarding requested information or documentation. Maintain complete and accurate intake records. Manage conversations professionally when prospective clients provide lengthy or complex narratives. Protect confidential and sensitive information throughout the intake process. A candidate with substantial legal-intake experience may receive strong consideration even if their advanced paralegal experience is more limited. Client Communication Answer incoming telephone calls professionally. Communicate with existing clients regarding appointments, requested records, and attorney-approved case updates. Coordinate meetings and consultations. Maintain discretion and confidentiality in all communications. Deliver responsive and client-focused service. Route substantive legal questions to the appropriate attorney or paralegal. File and Case Management Open new matters and establish organized electronic client files. Save, scan, label, organize, and maintain case documents. Maintain accurate records within the firm’s case-management system. Ensure documents are saved in the correct matter and location. Help maintain complete and orderly case files. Support matter closing and file-archiving activities when required. Assist with document collection, production, and exhibit organization. Billing and Vendor Coordination Process or coordinate invoices related to depositions, court reporters, service of process, and litigation vendors. Maintain supporting documentation for vendor expenses. Assist with timekeeping and billing-related administrative tasks. Coordinate with outside vendors and service providers. Escalate billing discrepancies or service issues when appropriate. General Administrative Support Process incoming and outgoing mail, email, packages, and deliveries. Order office supplies and monitor routine office needs. Assist with copying, scanning, printing, assembling, and mailing documents. Support client events, seasonal mailings, and special office projects. Maintain organized common areas and administrative resources. Perform other reasonable legal and administrative duties based on the firm’s daily needs. Required Qualifications Must-Have Qualifications Associate degree or equivalent relevant professional experience. Previous experience as a Legal Assistant, Legal Secretary, Litigation Assistant, or in a comparable legal-support position. Working knowledge of litigation procedures and legal terminology. Experience managing deadlines, calendars, and multiple priorities. Strong proficiency with Microsoft Word and Outlook. Proficiency with Excel and Adobe Acrobat. Excellent written and verbal communication skills. Strong proofreading, formatting, and document-management abilities. Exceptional attention to detail. Ability to maintain confidential client and case information. Professional demeanor and strong interpersonal skills. Dependable attendance and punctuality. Ability to work independently with limited supervision. Reliable availability for on-site work in West Palm Beach. Availability to provide Monday and Friday coverage. Willingness to assist with both legal-support and general office responsibilities. Preferred Qualifications Three or more years of Legal Assistant or Legal Secretary experience. Experience supporting attorneys in a sophisticated litigation practice. Florida state and federal court filing experience. Knowledge of county, state, and federal court procedures. Experience using the Florida Courts E-Filing Portal. Experience using CM/ECF and PACER. Docketing and litigation-deadline management experience. Experience coordinating service of process, summonses, subpoenas, hearings, mediations, and depositions. Experience conducting legal client intake and conflict checks. Experience with MyCase. Experience with Timeslips. Experience with Westlaw. Experience preparing hearing, deposition, or trial materials. Background in complex commercial or business litigation. Experience at a larger litigation firm, government legal department, court, or comparable sophisticated legal environment. Alternative Candidate Profiles The firm is open to evaluating two primary types of candidates. Profile 1: Experienced Litigation Professional This candidate: Has significant legal-assistant, legal-secretary, or paralegal experience. Understands Florida state and federal court filing. Can manage docketing, litigation deadlines, and court procedures with limited instruction. Can support senior attorneys immediately. May be seeking a reduced schedule, improved work-life balance, or a transition from a larger law firm or government environment. Profile 2: High-Potential Legal Support Professional This candidate: May have fewer years of direct litigation experience. Demonstrates strong intelligence, judgment, motivation, attention to detail, and learning ability. Has exceptional client-intake or legal-administrative experience. Is comfortable taking ownership of prospective-client communications and documentation. Can learn the firm’s systems and gradually assume broader litigation-support responsibilities. The firm’s initial preference is an experienced candidate who already understands core litigation procedures, but an unusually capable intake-focused candidate should not be automatically excluded. Core Competencies Litigation Support Legal Administrative Support Florida Court Filing Federal Court Filing Electronic Filing CM/ECF PACER Florida Courts E-Filing Portal Legal Calendaring Docketing Deadline Management Client Intake Conflict Checks Legal Document Preparation Legal Proofreading Case Management Service of Process Deposition Coordination Hearing Preparation Trial Preparation Client Communication Confidentiality Microsoft Word Microsoft Outlook Adobe Acrobat MyCase Timeslips Westlaw Team Collaboration Ideal Candidate Profile The ideal candidate: Understands sophisticated litigation support and court-filing fundamentals. Can contribute quickly without extensive training on basic legal procedures. Is comfortable supporting three senior partners whose priorities may change based on active cases. Can move between litigation, intake, administrative, and office-support tasks. Does not view routine duties such as copying, scanning, mailing, or ordering supplies as beneath the position. Anticipates attorney needs and follows through without repeated reminders. Maintains an accurate calendar and recognizes the serious consequences of missed deadlines. Communicates professionally with clients, prospective clients, attorneys, courts, and vendors. Works collaboratively in a small-firm environment without rigid hierarchy. Values quality, discretion, accountability, and attention to detail. Is interested in a long-term opportunity with potential growth into broader paralegal responsibilities. What Success Looks Like A successful Legal Assistant / Legal Secretary will: Provide dependable Monday and Friday coverage. Maintain accurate court and litigation calendars. Complete state and federal filings correctly and on time. Reduce the administrative and intake workload currently handled by the paralegal. Conduct organized, professional, and well-documented prospective-client intake. Prepare accurate, polished, and properly formatted legal documents. Keep case files complete, accessible, and organized. Support the three partners without requiring extensive direction on fundamental procedures. Adapt to changing priorities and varied daily responsibilities. Build trust with the attorneys, paralegal, clients, and broader firm team. Demonstrate the potential to assume expanded paralegal responsibilities over time. West Palm Beach, FL. #HireFinder #LI-PROMOTED #LI-Onsite