Litigation Legal Assistant

Trenam Law is seeking to hire an experience Legal Assistant to support highly productive commercial litigation and transactional attorneys in our downtown Tampa office. The Ideally, candidate enhances attorney effectiveness by providing information-management support; representing the attorney to clients and others; maintaining organization of client matters; providing administrative support; taking ownership of matters to assist attorneys/paralegals in meeting deadlines, anticipating needs, enhancing client relationships through highly professional communication.

ESSENTIAL FUNCTIONS

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

1. Clock in and out daily and at lunch for accurate time records. Also clock in and out if working remotely or after hours. Notify HR of anticipated overtime prior to working additional time, copying the attorney/paralegal requesting the additional time.
2. May have access to an attorney’s or paralegal’s email and monitor incoming/outgoing email for information relevant to matters. Will file emails, pleadings, contracts or other documents in appropriate DMS folders for accurate records management, and also maintain attorneys’ contacts in Outlook as changes occur.
3. Assist attorney in preparing for meetings, hearings, depositions, closings, etc. by pulling together all related documents, supplies and resources needed.
4. Produces information by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics; coordinating case or deal document preparation.
5. Conserves attorneys time by reading, researching, reviewing, verifying, and routing correspondence, reports and legal documents; drafting letters and documents; collecting and analyzing information; initiating telecommunications; organizing client conferences, and attorney meetings; scheduling couriers, court reporters, expert witnesses, and other special functions; coordinating preparation of charts, graphs, and other courtroom visuals; preparing expense reports.
6. Maintains attorney calendar by planning and scheduling conferences, teleconferences, closings, depositions, and travel; scheduling conference rooms; working with Reception on food orders; recording and monitoring court appearance dates, pleadings, and filing requirements; monitoring evidence-gathering; anticipating changes in litigation or transaction preparation requirements.
7. New Matters - Gathers information, completes form, drafts engagement letter, draft preservation obligation letters (litigation), submits relevant information for conflict check, creates DMS directory when client code is set up. May work through Accounting Specialist to ensure these tasks are handled
8. Represents attorney by communicating and obtaining information; following-up on delegated assignments; knowing when to act and when to refer matters to attorney.
9. May input attorney time and reimbursable expenses; may assist with time entries for needed edits after attorney time entry; ensure attorney timely review of bills. Or work with Accounting Specialist to ensure these tasks are handled.
10. Submit check requests to Accounting following stated guidelines.
11. Maintains client confidences by keeping attorney/client information confidential.
12. May be called upon to welcome guests and clients by greeting them in the lobby or on the telephone; answering or directing inquiries.
13. May restock or request office supplies for attorneys or nearby printing stations.
14. Updates job knowledge by participating in training; related reading; and through personal networks.
15. Enhances department and organizational reputation by taking ownership and striving to exceed expectations. This includes potential changes in responsibilities as needed.

Work with mailroom/facilities team members as needed to handle conference room setup, copier/furniture/space needs, as well as mailings, large reproduction projects, transporting files, retrieving stored files, etc.

POSITION TYPE/EXPECTED WORK HOURS

This is a full-time position. Days and hours of work are Monday through Friday, 8:30 a.m. to 5:00 p.m. There will be some overtime as assistants are sometimes expected to work beyond 5:00 to finish a project or to help fulfill client obligations. Though we have remote capabilities, the person in this role should expect to be in the office every day.

REQUIRED EDUCATION/EXPERIENCE

1. High school diploma.
2. Two plus years of legal secretary or related experience.

AAP/EEO STATEMENT

Trenam Law is diverse and inclusive environment that strives to provide a positive workplace for employees of all backgrounds.