Litigation Administrative Assistant

Litigation Administrative Assistant

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 to join a collaborative and growing legal team in the firm's Orlando office. This position provides high-level administrative and legal support to attorneys and paralegals handling complex commercial, civil, and defense litigation matters.

The ideal candidate is organized, proactive, detail-oriented, and comfortable working in a fast-paced law firm environment where priorities and deadlines can shift quickly. This is an excellent opportunity for a seasoned legal administrative professional who enjoys working closely with attorneys and taking ownership of supporting the day-to-day management of active litigation matters.

Key Responsibilities

• Provide comprehensive administrative and litigation support to assigned attorneys and paralegals.
• Assist with the management and organization of attorneys' caseloads.
• Maintain attorney calendars, including court appearances, hearings, deadlines, depositions, mediations, and meetings.
• Coordinate and schedule depositions, mediations, client meetings, conference calls, and other litigation-related events.
• Make domestic and occasional international travel arrangements and prepare travel itineraries.
• Process monthly attorney expense reports and related documentation.
• Prepare, revise, proofread, format, and finalize correspondence, pleadings, motions, discovery documents, and other legal documents.
• Perform electronic filing (e-filing) in state and federal courts and various jurisdictions.
• Assist attorneys with trial preparation and, when needed, trial attendance and support.
• Communicate professionally with clients, opposing counsel, courts, vendors, and other outside parties.
• Conduct conflict checks and assist with opening new clients and matter engagements.
• Maintain accurate electronic and physical client and matter files.
• Assist with client billing requirements, billing setup, invoices, and related administrative processes.
• Enter, maintain, and update attorney and client contact information.
• Assist with time entry and billing-related administrative tasks.
• Maintain confidentiality and exercise sound judgment when handling sensitive client and firm information.
• Perform additional administrative and clerical duties as assigned.

Qualifications

• 5+ years of recent litigation administrative experience in a law firm environment.
• Strong experience supporting attorneys handling state and federal litigation matters.
• Experience with commercial, civil, and/or defense litigation strongly preferred.
• Familiarity with litigation procedures, court filings, deadlines, and legal terminology.
• Experience with e-filing in state and federal courts.
• Trial preparation and trial support experience preferred.
• Exceptional organizational skills and attention to detail.
• Ability to manage multiple attorneys, matters, and competing deadlines effectively.
• Strong written and verbal communication skills.
• Professional and confident communication style when interacting with attorneys, clients, courts, and outside counsel.
• Proactive, self-directed approach with the ability to anticipate attorneys' needs.
• Strong problem-solving and time-management skills.
• Proficiency with Microsoft Office Suite, including Word, Outlook, Excel, and PowerPoint.
• Experience with document management, docketing, timekeeping, billing, and/or legal practice management systems is highly preferred.
• Ability to work independently while also functioning effectively as part of a collaborative administrative team.

The successful candidate will be a highly dependable and polished legal administrative professional who takes ownership of their work and understands the importance of anticipating the needs of attorneys and clients. The ability to remain calm under pressure, prioritize competing deadlines, and maintain accuracy in a fast-paced litigation environment is essential.