Legal Assistant - Maritime

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 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 position involves significant federal court litigation and requires a high level of organization, attention to detail, and ownership of assigned responsibilities. Key responsibilities 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. The ideal candidate is proactive, dependable, team-oriented, and takes pride in helping a collaborative, well‑established litigation team deliver exceptional client service in a positive and professional work environment. 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. 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 Talent Acquisition team. 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 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. #J-18808-Ljbffr