Legal Assistant - Maritime

Company Overview Hamilton Miller & Birthisel LLP is an insurance defense trial law firm with offices in Florida, New York, Virginia, Puerto Rico, Jamaica, U.S. Virgin Islands, and The Bahamas. The firm is nationally recognized for its work in insurance defense, admiralty and maritime law, transportation and trucking, personal injury, premises liability, professional malpractice defense, construction, subrogation, and products liability litigation. Position Summary We are seeking a Legal Assistant to provide comprehensive administrative and case‑management support to two partners and their litigation team in a busy maritime and cruise line defense practice. The role requires a high level of organization, attention to detail, and ownership of assigned responsibilities. Key duties include managing attorney calendars, tracking deadlines, coordinating litigation events, maintaining case files, and supporting attorneys, paralegals, clients, and carriers throughout the life of a case. Responsibilities Manage attorney calendars and deadlines in the case‑management system (e.g., AIM, PerfectLaw) and sync with Outlook, ensuring deadlines are promptly entered, updated, and tracked. Save, profile, and organize all pleadings, court orders, correspondence, discovery, deposition materials, medical records, expert materials, and other case documents in accordance with firm profiling standards and client requirements. Maintain complete and searchable electronic files. Schedule calls, depositions, hearings, and meetings; send invitations via Teams or Zoom. Open and maintain new matters, including accurate entry of parties, contacts, judges, judicial assistants, carriers, adjusters, experts, vendors, service lists, and court‑specific information. Monitor docket activity and incoming filings; retrieve and review dockets, orders, and court filings, identify deadlines, profile documents, notify attorneys and paralegals of significant developments, and maintain organized, compliant files in accordance with client standards. Prepare and maintain case profiles, summaries, and matter information, including key filings, deadlines, procedural history, client and carrier contacts, reporting requirements, and other information necessary to support the litigation team throughout the life of the case. Draft correspondence and confirmations; communicate professionally with clients, carriers, vendors, court staff, and internal teams. Format and prepare letters, forms, and basic pleadings/filings/notices 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. Work closely with attorneys, paralegals, and other support staff as part of a collaborative litigation team. Perform other duties as assigned. Education & Experience 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), Microsoft Word, Adobe Acrobat, and document preparation. Proficiency in preparing and formatting legal documents, including pleadings, discovery, and correspondence. Experience managing attorney calendars, scheduling depositions, hearings, and mediations. Essential Skills, Abilities & Competencies Strong troubleshooting and problem‑solving skills Excellent interpersonal and customer service skills Ability to communicate effectively with both technical and non‑technical users Strong organizational and time management skills Ability to manage competing priorities in a fast‑paced environment Ability to work independently while collaborating effectively within a team environment High level of professionalism, discretion, and responsiveness Benefits 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. Application Process Applicants must apply directly online. No agency submissions accepted. All inquiries will be kept confidential. Reasonable accommodations may be provided upon request for individuals with disabilities or to participate in the job selection process. If you need an accommodation during the application process, please contact the Talent Acquisition team. 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, sexual orientation, gender identity, national origin, age, disability, genetic information, veteran status, marital status, and more. The firm provides reasonable accommodations for disabilities, pregnancy, religion, and other protected needs and protects 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. 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. #J-18808-Ljbffr