Assistant Litigation

Assistant (Litigation)

HIGHLIGHTS
Location: San Diego CA
Position Type: Direct Hire
Hourly / Salary: BOE
Residency Status: US Citizen or Green Card Holder ONLY

Our Client is looking for an Assistant (Litigation) to join their team!

Overview:

The Assistant provides administrative support for members associates legal assistants and other designated firm personnel. This role will work closely with assigned teams managing the daytoday activities within the Litigation practice. Collaboration with team members is an important component of any role with our client. Therefore the firm requires working from the office approximately 80 of the time in accordance with the firm’s published guidelines.

Responsibilities:

• Prepare correspondence memoranda and other documents in an accurate and timely manner.
• Manage and/or maintain calendar by scheduling appointments coordinating meetings conferences and travel arrangements.
• Process monthly billing (input draft edits review billing guidelines if applicable finalize bills email and mail client invoices) by working closely with assigned billing specialist.
• Drive the timely recording of attorney billable hours worked according to the firm’s Time Entry Policy; be an expert on the policy and stay current with any changes.
• Keep current with expense reporting and process check requests.
• Work with Attorney Development to assist attorney in monitoring and reporting CLE credits.
• Initiate conflict process draft engagement letters submit intake documentation for processing follow up as necessary for signatures and retainers save executed engagement letter to DMS.
• Responsible for ensuring all client iManage workspaces are properly organized and that all versions and document preparations are done in iManage to preserve version control and integrity of client record per the Firm’s Information Governance Policy.
• Provide attorney guidance on Outlook folders / iManage Link and monitor to ensure client email filing conforms to our client’s Retention policy.
• Implement process to close client matters on a timely basis.
• Assist attorneys in maintenance and/or disposition of client records while adhering to firm Records Policy.
• Provide quality client service by communicating professionally to internal and external client inquiries answering phones and greeting clients.
• Work collaboratively with assigned team and section mates.
• Coordinate all administrative details on attorney projects including workflow between clients timekeepers production and night assistance.
• Proactively participate in training opportunities to advance skill levels and efficiency in firm software.
• Retrieve review and save pleadings court documents discovery etc. to DMS in appropriate client workspace.
• Monitor litigation deadlines and assist attorneys in drafting motions responses and other legal pleadings under the attorney’s direction.
• Conduct research on cases rules statutes etc. as requested by attorneys including contact with court personnel as needed to ensure all documents are prepared according to specific court and judge’s rules.
• Format finalize file and serve all court documents in a timely manner while adhering to all court/local judge’s rules.
• Assist in the preparation and organization of documents exhibits etc. for state and federal filings hearings depositions and trial.
• Prepare notices of deposition subpoenas and written discovery responses including requests for production of documents requests for admission and interrogatories; serve on all parties; and arrange for service of process and court reporters.
• Work with EData Consulting Group batesnumber document production and service on all parties.
• Assume additional responsibilities as requested.

• College degree or relevant work experience required.
• 3 year’s secretarial or administrative experience preferably in legal or professional services organization.
• Knowledge of legal terminology civil procedures and discovery is required.
• Knowledge of CA Court system is required.
• Knowledge of filing documents with courts and other agencies.
• Possess excellent written and verbal communication skills.
• Strong organizational and administrative skills.
• Excellent attention to detail and ability to execute through to completion.
• Creative problem solving skills reasoning ability and logical thought process.
• Ability to work under pressure prioritize competing demands meet various deadlines and respond quickly to changing priorities.
• Demonstrated ability to professionally interact and collaborate with colleagues at all levels.
• Ability to work independently and as part of a team.
• Outstanding sense of customer service.
• Enthusiastic proactive and positive attitude.
• Ability to handle confidential matters with discretion.
• Must be selfmotivated to produce quality work.
• High level of integrity and honesty.
• Excellent computer skills including proficiency in using Microsoft Word Outlook Excel and PowerPoint. Ability to quickly get up to speed and master new applications and software is critical.
• Flexibility to work overtime when necessary.