Litigation and Trust & Estates Legal Assistant

Job Description

Job Description

About Macfarlane Ferguson & McMullen

Since 1884, our firm has been a trusted presence in the legal community, providing exceptional legal counsel to individuals, families, and businesses across a broad range of practice areas, including corporate law, estate planning, real estate, business law, litigation, employment law, and family law.

We are dedicated to delivering the highest quality legal services while fostering a workplace built on integrity, collaboration, professionalism, and respect. Our culture is one of our greatest strengths, and we take pride in creating an environment where team members are valued, supported, and empowered to succeed. Equally important is our commitment to making a positive impact on the communities we serve.

Position Summary

The Litigation Legal Assistant serves as a key member of the litigation team, providing high-level support to attorneys throughout all phases of the litigation process. Responsibilities include managing case files, coordinating court filings and deadlines, assisting with discovery and trial preparation, facilitating client communications, and supporting billing and administrative functions. This role requires exceptional organizational skills, attention to detail, and the ability to prioritize competing demands while delivering outstanding client service. The successful candidate will thrive in a collaborative environment and play an integral role in advancing the firm's commitment to excellence.

Essential Duties and ResponsibilitiesLitigation Support

• Provide administrative and legal support to attorneys throughout all phases of litigation.
• Prepare, revise, proofread, and finalize pleadings, motions, discovery requests and responses, subpoenas, notices, correspondence, and other legal documents.
• File documents electronically in state and federal courts and ensure compliance with applicable court rules and procedures.
• Maintain litigation calendars, including court deadlines, hearings, mediations, depositions, arbitrations, and trials.
• Calculate and track litigation deadlines and ensure timely filings.
• Coordinate scheduling with opposing counsel, courts, clients, witnesses, court reporters, and expert witnesses.
• Draft routine correspondence and communicate professionally with clients, courts, opposing counsel, and third parties.
• Organize, maintain, and update electronic and physical case files.
• Assist with discovery management, including document collection, review, production, and tracking.
• Prepare deposition, mediation, hearing, and trial notebooks and exhibits.
• Coordinate service of process and monitor completion of service.
• Manage incoming and outgoing legal documents, mail, and correspondence.
• Assist attorneys with trial preparation, including witness coordination, exhibit management, and courtroom logistics.
• Schedule and coordinate client meetings, attorney conferences, and litigation-related events.
• Request, review, and organize medical records, employment records, business records, and other evidentiary materials.
• Maintain confidentiality of sensitive client and case information.
• Support attorneys with special projects and other duties as assigned.

Trusts & Estates Support

• Communicate with clients, beneficiaries, financial institutions, and court personnel regarding case status and required documentation.
• Assist with probate and trust administration matters, including preparation of court filings and inventories.
• Maintain probate calendars, deadlines, and hearing schedules.

Administrative Support

• Manage attorney calendars, appointments, and deadlines.
• Open, maintain, and close client files in accordance with firm procedures.
• Conduct conflict checks and assist with new matter intake procedures.
• Draft correspondence and proofread legal documents for accuracy and formatting.
• Create organizational charts and slide shows for meetings and presentations.
• Coordinate client meetings, document signings, and notarization services.
• File documents electronically with courts and government agencies.
• Process incoming and outgoing mail, emails, and legal documents.
• Enter attorney time entries, prepare and revise draft prebills, coordinate attorney billing reviews, and finalize and distribute client invoices in accordance with firm policies and client billing requirements.
• Provide exceptional client service and maintain confidentiality of sensitive information.

Qualifications

• Minimum of 3 years of legal assistant experience, preferably in litigation.
• Experience supporting estate planning, probate, or trust administration matters and litigation preferred.
• Strong knowledge of legal terminology, court procedures, and document preparation.
• Proficiency with Microsoft Office Suite, Aderant, NetDocs, OneDrive, Adobe Acrobat, and legal practice management software.
• Excellent organizational, communication, and time management skills.
• Ability to manage multiple projects and deadlines with a high level of accuracy.
• Strong proofreading and attention-to-detail skills.
• Ability to exercise discretion and maintain confidentiality.

Education

Associate degree or equivalent combination of education and experience preferred.

Core Competencies

• Attention to Detail
• Client Service Orientation
• Professional Communication
• Organization and Prioritization
• Problem Solving
• Initiative and Accountability
• Team Collaboration
• Confidentiality and Professionalism

Benefits

We recognize that our employees are our most valuable asset and are committed to providing a comprehensive benefits package that supports their health, financial well-being, and work-life balance. Eligible employees may participate in medical, dental, and vision insurance plans, employer-sponsored retirement savings programs, paid time off, paid holidays, life and disability insurance, and professional development opportunities. We also offer a collaborative work environment, opportunities for career growth, and the chance to work alongside experienced professionals dedicated to delivering exceptional service to our clients.

Work Location

This position is a full-time, onsite position. We believe that collaboration, mentorship, and client service are best achieved through regular, in-person interaction, and our team benefits from working together in a professional office environment. This role offers the opportunity to work closely with experienced attorneys and colleagues while contributing directly to the success of our clients and the firm.