Litigation Administrative Assistant

Job Description

Job Description

Ascension Global Staffing & Executive Search, a Hispanic Women Owned & Operated National Recruiting Firm stands at the forefront of innovation and excellence. Led by a visionary team with a deep commitment to diversity and inclusion, our firm is dedicated to identifying and attracting top talent across the nation. With a unique blend of cultural insight and professional expertise, we pride ourselves on creating an environment that fosters success for both employers and candidates.

Ascension Global Staffing & Executive Search is seeking an experienced Litigation Administrative Assistant on behalf of an Am Law 60 firm to support its National Civil Litigation Team in the West Palm Beach office. This is an excellent opportunity for a detail-oriented, proactive professional who thrives in a fast-paced legal environment and is committed to delivering exceptional support to attorneys and clients.

In this role, you will provide comprehensive administrative and clerical support to a high-volume civil litigation practice. You will work closely with attorneys and legal teams to ensure seamless case management, accurate court filings, and efficient coordination of litigation activities from inception through trial.

• Draft, format, proofread, and revise legal documents, including pleadings, motions, discovery requests/responses, correspondence, and court filings
• Manage electronic filing in Florida state courts (Florida e-Portal) and federal courts (CM/ECF), ensuring strict compliance with court rules, deadlines, and judge-specific requirements
• Maintain and organize electronic and physical case files using NetDocuments
• Monitor court dockets, filings, and notices; track deadlines and maintain accuracy within the firm’s docketing system
• Assist with all phases of litigation, including hearings, depositions, mediations, and trials by preparing binders, exhibits, and supporting materials
• Coordinate and manage discovery workflows, document production, and case file organization
• Process incoming and outgoing correspondence and support litigation document management needs
• Serve as a point of contact for attorneys, clients, courts, vendors, and internal departments
• Manage attorney calendars and coordinate meetings, hearings, depositions, mediations, and trial schedules
• Support administrative functions including billing, time entry, expense reporting, conflict checks, matter opening, and matter closure in accordance with firm policies

• Minimum of 3+ years of experience supporting attorneys in civil litigation, preferably in both Florida state and federal courts
• Strong experience with e-filing procedures, litigation document preparation, and court docket management
• Proficiency in drafting, formatting, and proofreading complex legal documents with high accuracy
• Ability to manage discovery materials and high-volume document workflows efficiently
• Strong knowledge of litigation deadlines, calendaring, and docketing procedures
• Excellent written and verbal communication skills with a high level of professionalism
• Strong organizational skills with the ability to manage multiple priorities in a deadline-driven environment
• Proficiency in Microsoft Word, Excel, and PowerPoint
• Familiarity with legal billing and client invoicing processes preferred
• Experience with NetDocuments or similar document management systems strongly preferred

The ideal candidate is highly organized, detail-oriented, and thrives under pressure in a fast-paced litigation environment. They are proactive, dependable, and able to anticipate attorney needs while maintaining a strong focus on accuracy and client service. This individual works collaboratively, communicates effectively, and consistently demonstrates initiative and professionalism in all interactions.

This is an in-office position requiring regular on-site presence in West Palm Beach, FL.