Legal Assistant

Job Description

Job Description

Job Description

Malman Law is a fast-paced, growing plaintiffs' law firm focusing in nursing home and personal injury litigation. We are seeking highly motivated medical records specialists to join our nursing home litigation group.

At Malman Law, we pride ourselves on a culture built on trusted teams. You will become part of a team that will focus on your success as an employee while delivering exceptional results to our clients.

The  Litigation Legal Assistant provides administrative and procedural support to attorneys and paralegals in the litigation department. This role is responsible for assisting with document preparation, court filings, case tracking, and coordination of legal proceedings. The position requires a strong attention to detail, task ownership, and an understanding of litigation processes to ensure that court deadlines are met, and case files are meticulously maintained.

Key Responsibilities

Court Filing & Case Management

• Prepare, format, and file complaints, motions, subpoenas, and other court documents in compliance with federal, Illinois, and local court rules.
• Utilize electronic and paper filing systems (e.g., Odyssey e-filing, CM/ECF) to manage court submissions.
• Track filings, service of process, deadlines, and hearing dates using SmartAdvocate or other case management tools.

Scheduling & Calendar Coordination

• Schedule depositions, hearings, mediations, and other litigation events with opposing counsel, clients, witnesses, and experts.
• Ensure all deadlines and appointments are accurately entered into and tracked in SmartAdvocate.
• Send notices, confirmations, and timely follow ups regarding scheduled events.

Document Preparation & Trial Support

• Assemble and organize exhibits, deposition binders, and trial materials.
• Maintain case chronologies, indexes, and discovery logs to support attorneys and paralegals.
• Conduct online research for court records, public documents, and party information as needed.

Client, Witness, and Expert Communications

• Coordinate communications regarding scheduling, document needs, and case updates while maintaining a high level of professionalism and confidentiality.
• Arrange preparation meetings with clients and witnesses, ensuring they receive all relevant materials and instructions.

Administrative Support

• Maintain organized digital files with proper labeling and indexing in SmartAdvocate.
• Manage a daily task list, ensuring completion of assignments on or before deadlines.
• Provide general administrative assistance including docket management and case progress tracking.

Required Skills & Competencies

• Understanding of litigation timelines, procedures, court filing rules, and service requirements.
• High attention to detail and accuracy in document preparation and case tracking.
• Proficiency in court e-filing systems and legal technology tools (SmartAdvocate, PDF editing software).
• Strong organizational skills with the ability to prioritize in a fast-paced, deadline-driven environment.
• Excellent written and verbal communication skills.
• Professional demeanor, reliability, and ability to work independently.
• Empathy and compassion when interacting with injured clients or distressed parties.

Education & Experience

• High School Diploma or GED  required .
• Associate’s Degree, Paralegal Certificate, or equivalent experience  preferred .
• 1-3 years of legal assistant or litigation support experience  preferred (personal injury litigation experience a plus).

Work Environment & Physical Requirements

• This position is  in-office, Monday through Friday , located in  Chicago, IL .
• Must be able to sit for extended periods and work at a computer.
• Occasional lifting of files, binders, or boxes up to 25 pounds.

Compensation & Benefits

• Position Type: Full-Time, Non-Exempt (Hourly)
• Salary Range: $57,000 – $65,000 annually, commensurate with experience.
• Comprehensive benefits package including health, dental, vision insurance, 401(k) plan, paid time off (PTO).

Equal Employment Opportunity (EEO) Statement