Legal Assistant - Litigation (New York)

Job Summary:

Located in the Firm's New York office, this role provides comprehensive administrative and practice support to attorneys in the Litigation Department. Manages court deadlines, case files, document production, and electronic filings in state and federal courts. Prepares, formats, and proofreads pleadings, motions, briefs, correspondence, and other case-related materials in accordance with court rules and Firm standards. Coordinates discovery, depositions, hearings, trials, attorney travel, and client meetings; maintains accurate matter records; and communicates professionally with clients, courts, opposing counsel, vendors, and internal teams. Handles confidential and time-sensitive information with sound judgment, accuracy, and discretion while proactively managing competing priorities and anticipating attorney and team needs.

Job Functions:

• Maintains attorney(s) calendar and contact lists as requested. Arranges all aspects of both internal and external client meetings and conferences. Stays apprised of calendars and actively communicates changes or reminders as needed. Assumes expertise of Firm calendar management software.
• Provides general legal assistant support to assigned attorney(s), which may include typing and drafting documents, liaising with marketing/client accounting departments, scheduling appointments, calendar management, expense processing, and opening and distributing mail. Deals with sensitive, confidential information and ensures that day to day support for team runs smoothly and effectively.
• Prepares legal documents, correspondence, memos, letters, reports and power point presentations. Assists with drafting and preparing documents and mailings. Establishes and maintains files and enters data into a case management system. Assists in preparing written and oral presentations. Organizes, summarizes and indexes documents. Sends and retrieves documents from Record Center as needed and follows workflow procedures as it relates to opening/closing matters and generating engagement/disengagement letters.
• Submits attorney time via the 3E billing system. Serves as liaison between billing department and direct report attorneys regarding billing matters.
• Deals with routine inquires for both internal and external contacts; refers calls to other contacts as needed. Utilizes strong communication skills, both written and verbal, to ensure information is obtained and relayed in a professional manner. Maintains a courteous and service driven demeanor at all times.
• Coordinates all business related travel arrangements for direct report attorneys.
• Maintains familiarity with legal terminology, state and federal court filing rules, basic legal procedure and law firm document protocol. Has knowledge of legal document formats such as contracts, agreements, briefs, summonses, complaints, and motions.
• Ensures a high level of service when interacting with clients, opposing counsel and other related internal and external contacts. Maintains discretion and sound judgment when interacting with others both external and internal to the Firm. Assumes a helpful, proactive and professional manner at all times when dealing with both internal and external clients. Supports and cultivates service standards as expected by the Firm.
• Provides trial preparation support when trial occur, including reservation of court reporter, reservation of trial prep space, working with external vendors to reserve offsite "war room", interfacing with technology support team to setup technology support for trial team, reserves hearing and breakout rooms, coordinates shipping of necessary documents, supplies, and technology, organizes meals and client group dinners, and travels when necessary to assist trial team onsite.
• Supports team work not only within the practice area but also in the Firm as a whole. Assists others with questions, projects and basic task work consistently. Takes the initiative to orient new employees, secretaries and associates regarding Firm processes and procedures.
• Takes initiative to strengthen skills through self-directed learning and Firm-sponsored training and shares knowledge with colleagues.
• Performs other duties and responsibilities as assigned.

Qualifications

• Experience:
• 5+ years of legal assistant experience in litigation
• Demonstrated experience supporting corporate or transactional practice areas
• Technical Skills:
• Advanced skills in Microsoft Office (Word, Excel, PowerPoint, Outlook), including document styling and redlining
• Experience with document management systems (e.g., iManage, NetDocuments)
• Familiarity with litigation support tools
• Core Competencies:
• Exceptional attention to detail and accuracy
• Strong organizational and time-management skills, especially under tight deadlines
• Ability to work independently
• Ability to collaborate with other legal assistants to assess priorities and ensure all work is completed in order of importance
• Excellent written and verbal communication skills
• Sound judgment and problem-solving ability

Work Authorization:

• Applicants must be legally authorized to work in the United States without the need for sponsorship by the Firm (either now or in the future).

Compensation and Total Rewards Package:

• Choate offers a comprehensive Total Rewards package to our business professional team members. The Firm also offers comprehensive health and well-being benefits, personal and professional development, career growth opportunities and a collegial and supportive culture. The anticipated pay range for this role is listed below and represents our good faith and reasonable estimate of the salary range for this specific position at the time of posting. In addition, this role is eligible for a discretionary bonus based on performance. The actual offered rate for this position will be determined based on job-related, non-discriminatory factors, including but not limited to qualifications and experience, education, external market data and consideration of internal equity.

$80,000 - $110,000