Litigation Administrative Assistant - (REMOTE)

Overview

This role involves managing the day-to-day operations and administrative duties of a Legal Department within a fast-paced, technology-driven environment. The position supports attorneys and paralegals with litigation processes, document management, and legal administrative tasks. It is a fully remote, work-from-anywhere opportunity within the United States.

Responsibilities

• Manage complex calendars and deadlines across multiple time zones for the Legal Department.
• Execute timely delivery of assigned legal tasks and services.
• Take notes and prepare correspondence, reports, and datasheets.
• Process and track requests for legal review, managing workflow and priorities efficiently.
• Assist attorneys and paralegals with litigation-related tasks.
• Set up and maintain electronic files for new and ongoing matters in compliance with department policies.
• Oversee management of electronic files and internal data, including follow-ups on drafts, e-signatures, and system updates.
• Prepare, review, edit, and proofread various legal documents.
• Manage a high-volume departmental email account, keeping relevant team members informed.
• Maintain litigation calendars.
• Perform data entry tasks, including maintaining data and generating reports from matter management software.
• Assist with maintenance of software used for intake, monitoring, and reporting on litigation matters.
• Enhance legal team effectiveness by alerting members to issues, maintaining contact with internal and external partners, contributing to case review and project management, completing special projects, and providing secretarial support.
• Perform executive administrative duties such as scheduling travel, expense reporting, and coordinating calendars.
• Collaborate with executive assistants across teams for conferences and off-site meetings.
• Assist attorneys with tracking Continuing Legal Education credits and bar renewal documentation.
• Assist with legal spend tracking and reporting.

Requirements

• Associate’s Degree or equivalent preferred; legal administration experience may substitute for formal education.
• Notary Public or willingness to become an eNotary.
• Minimum 2 years of experience as a legal administrative assistant in a law firm or legal department.
• Experience or strong interest in using Generative AI tools to enhance productivity; familiarity with automation platforms (e.g., Coda, Lovable, Zapier) is a plus.
• Experience with matter management tools, preferably CounselLink.
• Expert-level skills in Google Suite and Microsoft Office; ability to quickly learn new legal technology.
• Proficiency with spreadsheet and accounting programs, internet-based filing and docket systems, legal research databases, and word processing applications.
• Ability to identify and suggest automation or efficiency improvements for manual processes.
• Strong understanding of litigation and civil procedure.
• Proactive in identifying legal risks and potential liabilities to report to corporate attorneys.
• Ability to work well under pressure in a fast-paced corporate environment.
• Good judgment, discretion, and ability to work autonomously with minimal supervision.
• Experience handling various corporate documents.
• Excellent follow-through, problem-solving, interpersonal, and collaboration skills.
• Ability to maintain confidentiality in a highly sensitive environment.
• Strong organizational skills, analytical thinking, and multitasking ability.
• Ability to work with business and legal partners across multiple time zones.
• Strong verbal and written communication skills.

Preferred Qualifications

• Experience with CounselLink or similar matter management software.
• Familiarity with automation-friendly platforms and Generative AI tools.

Compensation & Benefits

• Work from Anywhere within the US
• Paid Time Off
• 401(k) plan with 4% employer match and immediate vesting
• Comprehensive Medical, Dental, and Vision benefits
• Company-provided equipment
• Monthly technology stipend
• Flexible Spending Account (FSA) and Health Savings Account (HSA) with employer contributions
• Health and wellness incentives
• 100% paid parental leave

Location

Remote (Work from Anywhere in the United States)