Personal Injury Litigation Assistant (Virtual Assistant)

Personal Injury Litigation Assistant (Virtual Assistant)

The Ward Law Group, recognized as one of the Best Places to Work for consecutive years, is where your work truly matters. We serve our community with compassion and excellence, empowering our employees to deliver real results for our clients.

We foster a collaborative, innovative, and high-accountability environment where each team member contributes to meaningful outcomes. Our culture values faith, accountability, leadership, loyalty, and service — to our clients, teammates, and community.

Join a firm where professional growth meets purpose and where every role contributes directly to life-changing client results.

Headquartered in Miami Lakes, with offices in Manhattan and Orlando, The Ward Law Group is expanding nationally, with upcoming locations in New Jersey and Texas.

Job Description

Compensation: US Dollars $1,000 - $1,400 per month (based on experience)

If selected to move forward in the process, you will receive an email invitation to complete two next steps: a Willo video self-interview and a brief values assessment.

Please note that to ensure your application remains under consideration, both assessments must be completed within 24 hours of receiving the invitation.

As a Virtual Assistant, you will work remotely from home as an independent contractor (health care benefits and paid time off is not provided).

Full-time availability is required for a 40-hour workweek with two days off. Depending on business needs, one weekend day may be included in your schedule.

Role Overview

The Litigation Assistant plays a critical role in supporting attorneys throughout the litigation process within the firm's personal injury practice. This position is responsible for managing litigation workflows, maintaining organized case files, coordinating deadlines, preparing legal documents, and ensuring timely communication with clients, courts, opposing counsel, and vendors.

This role is ideal for a highly organized, detail-oriented professional who thrives in a fast-paced environment, can manage multiple priorities simultaneously, and takes ownership of delivering accurate and timely work product.

The Litigation Assistant must be comfortable handling high-volume litigation support responsibilities while maintaining strong communication, accountability, and client service standards.

Key Responsibilities

• Organize, maintain, and update electronic case files and litigation documentation
• Ensure all documents are properly named, saved, and filed within the case management system
• Maintain accurate and up-to-date case information, deadlines, and litigation activity
• Support attorneys throughout all phases of litigation preparation and case progression

Drafting & Legal Document Preparation

• Prepare, draft, review, and electronically file litigation documents, including:
• Complaints
• Summonses
• Discovery requests and responses
• Notices
• Subpoenas
• Motions and related pleadings
• Ensure all filings comply with court rules, formatting requirements, and filing deadlines
• Coordinate service of process and track responses, objections, and deadlines

Discovery & Litigation Coordination

• Assist with the organization, review, and management of discovery materials and exhibits
• Coordinate discovery-related communication with attorneys, clients, opposing counsel, and vendors
• Prepare materials and documentation for depositions, mediations, hearings, and trial preparation
• Schedule depositions, mediations, CMEs, hearings, and related litigation events
• Coordinate with court reporters, interpreters, clients, and opposing counsel regarding scheduling logistics
• Distribute calendar invitations, Zoom links, and related scheduling communications

Calendar & Deadline Management

• Maintain and monitor litigation calendars, court deadlines, and scheduling requirements
• Track deadlines related to:
• Discovery
• Depositions
• Hearings
• Mediations
• Trial preparation
• Court filings
• Proactively communicate upcoming deadlines and scheduling updates to attorneys and team members

Client Communication & Administrative Support

• Communicate professionally with clients regarding case status, litigation requirements, and scheduling matters
• Return client communications in a timely and professional manner
• Assist with gathering and verifying client information and documentation
• Maintain professional communication with judicial assistants, court personnel, opposing counsel, and vendors

Operational & Administrative Responsibilities

• Save and organize court filings, pleadings, notices, and litigation correspondence
• Process litigation-related invoices and expenses as assigned
• Assist with maintaining accurate records within Litify and other case management platforms
• Support department organization, workflow efficiency, and overall litigation operations

Qualifications

• Previous experience as a Legal Assistant or Paralegal within Personal Injury litigation
• Experience drafting, preparing, and e-filing:
• Complaints
• Summonses
• Discovery documents
• Litigation pleadings
• Experience scheduling depositions, mediations, or other litigation-related events
• Fluency in both English and Spanish
• Strong organizational skills and attention to detail
• Ability to manage multiple deadlines and priorities in a fast-paced environment
• Strong written and verbal communication skills
• Proficiency with Microsoft Office and legal case management systems
• Ability to work collaboratively within a team-oriented environment
• Reliable attendance, professionalism, and accountability

Additional Information

Equipment Requirements:

Computer:

• Windows: Windows 10, Intel i5 (8th Gen+) or 2GHz and 8 cores
• 16 GB RAM
• 256 GB SSD
• Mac: macOS 11 (Big Sur+), Apple M1 or Intel i5
• 8 GB RAM
• 256 GB SSD

Internet:

• Connection: Wired Ethernet preferred; 5 GHz Wi-Fi acceptable
• Internet Speed:
• 30 Mbps download
• 15 Mbps upload
• Latency (Ping): Under 100ms

USB noise-cancelling headset

Webcam for daily meetings

Work Environment

• Fast-paced, litigation-focused environment with high accountability standards
• Collaborative team setting with a strong emphasis on organization, responsiveness, and client service
• Requires the ability to prioritize competing deadlines and adapt to changing case demands