Litigation/Office Assistant

DTO Law - Position Overview

The Litigation/Office Assistant is responsible for litigation support duties and essential office coordination. Working closely with partners, attorneys, paralegals, and the COO, this position ensures effective litigation support and smooth daily operations in the office. The role requires strong organizational skills, attention to detail, and the ability to manage multiple tasks in a fast-paced legal environment.

I. Litigation Support

Document Preparation and Filing

• Prepare, proofread, and finalize motions, briefs, and other legal documents for filing
• Generate and format Tables of Contents (TOC) and Tables of Authorities (TOA) using Best Authorities
• Finalize documents using Acrobat Pro, ensuring proper bookmarking, formatting, and compliance with court filing standards
• Utilize advanced formatting techniques with styles and the CCC Macro package for consistent legal documents
• Collaborate with the paralegal team to gather, review, and organize exhibits, appendices, and other supporting materials

Court Compliance and Rules Management

• Stay updated on local, state, federal, and judge-specific rules to ensure filing compliance
• Regularly maintain the Case Information Sheet (CIS) with current case details, deadlines, and court information
• Update master captions and service lists using CCC Macros for accuracy and efficiency

File Management and Organization

• Ensure timely document management of all draft and finalized files in the Litigation Library and iManage systems
• Ensure document security and accessibility in line with firm protocols

Collaboration and Communication

• Actively participate in supporting the LitSupport inbox, accepting assignments and coordinating with team members
• Collaborate with the Litigation Support Team via Teams or email for cohesive task management, coverage, and sharing best practices
• Coordinate with team members to ensure after-hours filing support as needed
• Ensure all Litigation Support procedures are fully understood and followed in accordance with the guidelines set by the Litigation Practice Manager, fostering consistency and compliance

II. Office Responsibilities

General Office & Firm Assistance

• Perform data entry, document formatting, research, and scheduling
• Manage special office projects and event coordination
• Greet clients and guests professionally and handle front-office duties

Office Housekeeping & Supply Management

• Prepare conference rooms for meetings, arrange catering, and ensure proper setup
• Oversee the upkeep and organization of common workspaces (e.g., kitchen, conference room, supply room)
• Track and coordinate office supply orders, process returns, and manage offsite errands

Mail & Shipping Coordination

• Retrieve and process incoming mail, ensuring proper distribution
• Handle outgoing mail, prepare shipping labels, and arrange for pick-ups or special deliveries

Scheduling & Administrative Support

• Coordinate and schedule office appointments, including Zoom meetings
• Provide RWC office administrative support to the COO, assisting with special projects and tasks as assigned

Impact and Expectations

• Supporting Attorneys and Staff: Your contributions help attorneys and paralegals focus on the bigger picture by ensuring every document, filing, and project detail is expertly managed. You are a trusted partner in achieving success
• Championing Organization and Detail: From managing files and correspondence to preparing for depositions and hearings, your ability to keep things organized and precise ensures nothing falls through the cracks
• Creating a Positive Experience: Your role extends beyond the work itself. You are the face of the RWC office for guests and clients, a reliable teammate for your colleagues, and a key figure in maintaining a welcoming and professional environment
• Commitment to Growth: Every task you take on is an opportunity to learn and grow. Embrace challenges, seek out efficiencies, and look for ways to refine processes - not just for yourself but for the benefit of the entire team

Qualifications:

• Ability to work independently and efficiently
• Strong verbal and written communication skills
• Professional and patient with attorneys and clients
• Able to stay organized and prioritize assignments
• Work well under pressure in a deadline-driven environment
• Excellent attention to detail and follow through
• Team oriented and focused (communication, cooperation, collaboration, and commitment)
• 3-5+ years demonstrated experience in litigation support
• Comfortable with technology and pace of technological advancements plus experience using MS Office, Word (TOC/TOA, Styles), Adobe Acrobat, iManage (Document Management), PACER, e-Filing platforms, eDiscovery, and Westlaw, preferred

Skills and Personal Qualities:

• Technical Skills: Pacer, ECF, State eFiling, Case Calendaring (JuraLaw or CompuLaw, preferred), Document Management (iManage, preferred) Word, Best Authorities, Excel, Outlook, Adobe Acrobat
• Attendance & Punctuality: Be consistently at work and on time; arrive at meetings and appointments on time; ensure work responsibilities are covered when absent
• Communication: Possess excellent verbal and written communication skills
• Customer Service: Respond promptly to attorney and client requests for service and assistance; meet commitments
• Dependability: Follow instructions; complete tasks on time; commit to the hours necessary to complete assignments; work independently
• Team Work: Contribute to building a positive team spirit; support everyone's efforts to succeed

Experience:

• Minimum of 5 years of demonstrated litigation support experience in a law firm environment

Salary & Benefits:

• Competitive salary commensurate with experience
• Comprehensive benefits package (medical, dental, vision, life insurance) effective on the first day of the month following the start date
• 401(k) participation with employer contribution

EOC Statement


DTO Law is proud to be a minority-owned law firm and a member of the National Association of Minority and Women Owned Law Firms (NAMWOLF). We are fully committed to creating a diverse environment and are proud to be an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or veteran status. DTO Law also adheres to all applicable fair employment practices regarding citizenship and immigration status.