Administrative Support Specialist (Litigation & Distribution)

Administrative Support Specialist

Responsive is a leading provider of personal auto insurance in Florida. We collaborate with thousands of agents from the most respected insurance agencies to deliver world-class service and claims experiences. Responsive stands for making auto insurance simple, affordable, and hassle-free; a promise we deliver through innovation, feedback, and a commitment to excellence.

At Responsive, we're committed to supporting our team with comprehensive benefits and a positive work environment, including:

• Employer-paid healthcare: medical, dental, and vision plans with free preventative care. Responsive pays 100% of the employee-only premium for full-time employees.
• Employer contributed HSA: $500 per quarter/$2000 per year.
• Retirement savings: 401(k) with company match.
• Wellness programs: mental health support and wellness initiatives.
• Career development: training and growth opportunities in a collaborative environment.

Responsive Auto Insurance is seeking a detail-oriented Administrative Support Specialist to support both our Litigation and Distribution teams. This role will begin with a focus on Litigation support and expand into Distribution responsibilities after training. The ideal candidate is highly organized, proactive, and able to manage multiple priorities in a fast-paced environment while maintaining accuracy and professionalism.

Key responsibilities include:

• Managing attorney calendars and coordinating daily, weekly, and long-term scheduling.
• Scheduling client consultations, court hearings, depositions, mediations, and meetings.
• Communicating with clients, courts, opposing counsel, experts, and vendors to confirm dates and times.
• Sending calendar invites, reminders, and updates to all relevant parties.
• Tracking deadlines, court dates, and important case milestones.
• Assisting with rescheduling matters and handling scheduling conflicts promptly.
• Maintaining accurate case calendars and updating scheduling information in case management systems.
• Preparing and organizing files or materials needed for scheduled events.
• Supporting attorneys and staff with general administrative and legal assistant duties as needed.
• Providing administrative and operational support to the Distribution team.
• Assisting with reporting, tracking, appointment processing, and data entry.
• Supporting coordination of communications and internal requests.
• Maintaining organized records and assisting with operational workflows.
• Developing, fostering, and maintaining relationships with agents and internal teams.
• Maintaining CRM and internal systems with accurate data entry.
• Ensuring compliance with underwriting guidelines and regulatory standards.

Position details:

Work schedule: 8:30 AM to 5:00 PM with a 30-minute lunch.

Work environment: This position is onsite and will be seated near the Litigation team to support daily collaboration.

Requirements:

Qualifications/requirements:

High school diploma required; Associate's or Bachelor's degree preferred.

13 years of administrative support experience (legal or insurance experience a plus).

Prior experience in a law firm or legal office preferred.

Strong organizational and time management skills.

Ability to manage multiple calendars and deadlines with accuracy.

Familiarity with court scheduling procedures is a plus.

Excellent attention to detail and accuracy.

Proficiency in Microsoft Office, email, and calendar systems (Word, Excel, Outlook).

Strong written and verbal communication skills and professional phone etiquette.

Ability to work in a fast-paced environment and maintain confidentiality.