Legal Assistant - First - Party Property

Hamilton Miller & Birthisel LLP is a premier insurance defense trial law firm with a presence spanning Florida, New York, Virginia, Puerto Rico, Jamaica, the U.S. Virgin Islands, and The Bahamas. We are nationally recognized for our work in insurance defense, admiralty and maritime law, transportation and trucking, personal injury, premises liability, professional malpractice defense, construction, subrogation, and products liability litigation.

The firm holds an AV® Preeminent rating-the highest peer-review distinction from Martindale-Hubbell-and is consistently ranked among the most diverse law firms in South Florida. Our attorneys are known for delivering swift, lucrative results, backed by a 24/7 emergency action response team serving clients in domestic and international jurisdictions.

No agency submissions accepted.

Summary:

We are seeking a Legal Assistant with experience in a defense law firm that provides comprehensive administrative and case coordination support to attorneys, ensuring the efficient management of litigation matters. Key responsibilities include maintaining attorney calendars, scheduling proceedings, tracking deadlines, preparing and organizing case documents, and facilitating communication with clients, carriers, vendors, and court personnel. The role requires a high level of organization, attention to detail, and a proactive, service-oriented approach to supporting legal teams.

Supervisory Responsibilities:

This position has no direct supervisory responsibilities.

Responsibilities:

• Manage attorney calendars and deadlines in the case-management system (e.g., AIM, PerfectLaw) and sync with Outlook.
• Schedule calls, depositions, hearings, and meetings; send invitations via Teams or Zoom.
• Track court and internal deadlines, issue reminders, and escalate conflicts as needed.
• Open and organize new matters (parties, contacts, judges, divisions, service lists).
• Retrieve dockets and orders, create ticklers, and maintain organized, compliant files in accordance with client standards.
• Prepare concise case summaries outlining key filings, dates, procedures, and client or carrier expectations, coordinate introductions and updates.
• Draft correspondence and confirmations; communicate professionally with clients, carriers, vendors, court staff, and internal teams.
• Format and prepare letters, forms, and basic pleadings for attorney review.
• Assemble and bookmark PDFs; assist with e-filing per attorney and/or paralegal direction.
• Review and apply judge- and division-specific procedures to scheduling, notices, and submissions.
• Maintain well-organized electronic and physical matter files using firm standards.
• Perform other duties as assigned.

Education & Experience:

• Associate's or bachelor's degree in Paralegal Studies or related field; Paralegal Certification preferred.
• 3+ years experience as a legal assistant in a defense law firm
• Familiar with Florida state and federal court procedures, e-filing systems, and local rules.
• Proficient in legal case-management systems (e.g., AIM, PerfectLaw) and document preparation.
• Knowledge of legal billing practices and time-entry systems.
• Proficiency in preparing and formatting legal documents, including pleadings, discovery, and correspondence.
• Experience managing attorney calendars, scheduling depositions, hearings, and mediations.
• Notary Public certification preferred.

No agency submissions accepted.

Application Process:

Applicants must apply directly online instead of sending application materials via email. All inquiries are kept confidential. Reasonable accommodations may be made upon request to permit individuals with a disability to perform the essential functions and responsibilities of the position or to participate in the job selection process. If you have a request for an accommodation during the application process, please contact our Talent Acquisition team.

Essential Skills, Abilities & Competencies:

While the specific job requirements may vary depending upon scope of the job and area of specialty, there are certain universal requirements that are expected of all employees, which include but are not limited to:

• Communicate clearly and professionally-both verbally and in writing-with clients, attorneys, business professionals, and external parties.
• Produce high‑quality work product, respond to calls, and return correspondence promptly and efficiently.
• Deliver accurate, timely, and reliable work and consistently meet deadlines and performance expectations.
• Build and maintain positive, collaborative working relationships.
• Adhere to all firm policies, procedures, and professional standards.
• Perform both sedentary and physical tasks, including:
  • Working at a computer for extended periods (on-screen reading, drafting, and typing)
  • Participating in virtual meetings and conference calls
  • Attending in-person meetings as needed
• Manage competing priorities and work effectively under pressure in a fast‑paced environment.
• Perform other duties, tasks, or projects as assigned.

What We Offer:

• Competitive annual compensation package with bonus potential.
• Flexible working environment: career and work-life balance supported.
• Comprehensive Benefits & Wellness Packages: Medical, Dental, Vision, FSA Medical & FSA Dependent Care, Life Insurance, STD, LTD, AD&D, EAP, and supplementary voluntary health plans.
• Biometric Wellness Screenings.
• Commuter Reimbursement Program (parking, train, bus, etc.).
• 401(k) retirement plan with generous Firm match.
• Opportunities for creative freedom and idea exchange in an innovative workspace.

Our Culture - Collaborate with a Dynamic Legal Team

At Hamilton Miller & Birthisel, we cultivate talented individuals who bring fresh perspectives and innovative ideas. We offer a vibrant, inclusive culture where professional growth is celebrated, and success thrives through innovation, diversity, and collaboration. Your voice will be heard, your contributions valued, and your potential realized.

Equal Employment Opportunity Statement

Hamilton Miller & Birthisel LLP is an equal opportunity employer and prohibits discrimination or harassment of any kind-for any protected characteristic under federal, state, or local law, including race, color, religion, sex (including pregnancy), sexual orientation, gender identity, national origin, age (40+), disability, genetic information, veteran status, marital status, and more. We provide reasonable accommodations for disabilities, pregnancy, religion, and other protected needs and protect confidentiality and non-retaliation for individuals who raise discrimination concerns or participate in investigations.

DISCLAIMER: The preceding job description has been designed to indicate the general nature and level of the work performed by the employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and/or qualifications required of employees assigned to this job. For this position may be modified at the Firm's discretion at any time. This job description does not change the at-will nature of employment.