Litigation Legal Secretary (Legal Support Specialist)

Legal Support Specialist

Greenberg Traurig (GT), a global law firm with locations across the world in 15 countries, has an exciting employment opportunity for you. We offer competitive compensation and an excellent benefits package, along with the opportunity to work within an innovative and collaborative environment.

Position Summary

This position provides high-level secretarial and administrative support to four or more attorneys. Assists attorneys in preparing litigation cases from onset through post-trial; obtaining and organizing case files on a daily basis; preparing, organizing and maintaining deposition materials and summaries; assisting with trial and mediation preparations; assists with document production including creation and editing of various legal forms, correspondence and documents. The ideal candidate is professional, tech-savvy, and able to manage multiple priorities while staying organized and efficient in a fast-paced environment. Must be flexible to work overtime as needed.

Key Responsibilities

• Schedules court appearances, depositions, arbitrations, mediations, client meetings and conference calls; arranges business itineraries and coordinates lawyers' travel arrangements; processes travel reimbursement, maintains calendar and due dates for lawyers as required.
• Organizes and coordinates flow of information. Sorts, reads and annotates incoming mail and documents as required - attaches appropriate file to facilitate necessary action; determines routing, signatures required, and maintains follow-ups. Answers phones and directs callers to appropriate persons as circumstances warrant.
• Types and composes general correspondence, memos, legal documents, faxes, reports, etc. from various sources (e.g., handwritten notes, tape dictation). Prepares communications outlined by lawyer in oral or written directions. Responsible for accuracy and clarity of final copy. Correlates and edits materials submitted by others. Organizes material that may be presented to lawyers in draft format. Ensures that all correspondence or other documentation is dispatched in a timely manner (via mail, messenger, express delivery services, etc.)
• Prepares draft documents such as briefs, complaints, motions, subpoenas, summonses, using firm templates and information from attorneys. Prepares motion binders and special working binders as necessary.
• Formats documents as appropriate for each court (consistent with litigator filing requirement instructions).
• Coordinates multi-document filings in Federal, Circuit and State courts, including E-filings.
• Establishes and maintains filing and records, in both hard copy and electronic formats as required. Files information in a timely manner. Retrieves information from files as requested.
• Assist lawyers with time entry and client billings.
• Research and abstracts information and support data in preparation for meetings, work projects, and reports.
• Take action authorized by Lawyer, Business Director or HR Manager using initiative and good judgment in handling matters.
• Assists attorneys in all stages of litigation cases from onset through post-trial.
• Ascertains calendaring requirements for each matter and ensures proper maintenance of any required case calendars.
• Oversee organization, maintenance and appropriate utilization of documents and other case-related materials, including maintenance of client-presentable and efficient work areas and case rooms.

Qualifications

Skills & Competencies

• Established understanding of litigation laws as they relate to individuals, partnerships and corporations.
• Familiarity with Federal Rules of Civil Procedure rules for court document filings.
• Comprehension of a variety of legal court documents, including complaints, answers, rulings, judgments, affidavits, motions, appeals, table of contents/authorities, subpoenas, court dockets, reports, memos and correspondence.
• Strong ability to maintain high standards, use good judgment and seek out ways to contribute and anticipate needs.
• Strong attention to detail, organizational skills and ability to manage time effectively.
• Excellent interpersonal skills, communication skills and the ability to collaborate well in a team.
• Recognize confidential, sensitive and proprietary information and maintain such information as confidential.
• Must be able to sit for extended periods, move between workstations, perform basic filing tasks, and use standard office equipment requiring manual dexterity.
• Position also requires the ability to work under pressure to meet strict deadlines.

Education & Prior Experience

• The ideal candidate will have 2+ years of experience as a legal secretary, working in a business law practice with exposure to litigation.
• Bachelor's Degree or equivalent experience preferred.
• Expertise in e-filing.

Technology

• Proficiency in Microsoft Office Suite, Adobe Acrobat, and legal document management systems.
• Experience with corporate filing platforms and entity management software (such as CSC, GEMS, hCue) is highly desirable.
• Exceptional computer skills with the ability to learn new software applications quickly.

Physical Requirements:

• While performing the duties of this job, the employee is occasionally required to move from workstation or desk throughout the work area to work independently or with a team to meet with colleagues or supervisor and retrieve work assignments
• This position may also be sedentary and require the employee to sit for extended periods of time
• Requires manual dexterity to dial a telephone, enter data into a computer, handle objects, and operate tools
• Some filing is required and this would entail the ability to lift files, open filing cabinets, and bend or stand as necessary

GT is an EEO employer with an inclusive workplace committed to merit-based consideration and review without regard to an individual's race, sex, or other protected characteristics and to the principles of non-discrimination on any protected basis.