Administrative Assistant, Litigation - Full-time

Job Overview:

Performs a broad range of secretarial, administrative, and clerical support for three or more litigation attorneys and/or legal assistants. Organizes and maintains all files relating to litigation and administrative matters under direct supervision of attorneys. Responsible for assisting the legal professionals with secretarial and clerical duties including transcription, typing, filing, data entry. Maintains calendar and arranges travel for assigned attorney(s), maintains office database for cases, and keeps assigned cases organized. Requires knowledge of document formats of a legal nature such as briefs, summonses, complaints, motions and contracts. May have client, counsel and witness contact requiring discretion and judgment. May assist in other legal work, including employment, operations, corporate and real estate matters. Perform other duties as assigned.

Essential Functions:

• Produces information by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data and graphics. Also coordinates case preparation.
• Increases efficiencies for legal professionals by reading, researching, reviewing, verifying, and routing correspondence, reports and legal documents; drafting letters and documents; collecting and analyzing information; initiating telecommunications; organizing meetings and conferences; scheduling couriers, court reporters, expert witnesses and other special functions; coordinating preparation of charts, graphs and other courtroom visuals; preparing expense reports.
• Maintains attorney calendars by planning and scheduling conferences, calls, depositions, and travel; recording and monitoring court appearance states, pleadings, and filing requirements; anticipating changes in litigation or transaction preparation requirements.
• Represents attorneys by communicating in obtaining information; following up on delegated assignments; knowing when to act and when to refer matters to an attorney.
• Is highly sensitive to confidentiality of information and maintains confidentiality without fail.
• Assists in maintenance of office by monitoring supplies and ensuring orders are placed appropriately; ensuring office equipment is operating properly and arranging for repairs when needed.
• Proactively seeks to enhance the department and organization reputation by accepting ownership for accomplishing new and different requests and seeking opportunities to add value to job accomplishments.
• Maintains regular, dependable attendance and punctuality.

QUALIFICATIONS:

Education/Experience:

• Required: High School Diploma. Minimum 5-7 years' experience as a litigation administrative assistant in a medium or large law firm, company or governmental law office.

Communication Skills:

• Excellent written and verbal communication skills and interpersonal skills.

Mathematical Skills:

• Basic math functions such as addition, subtraction, multiplication, and division.

Reasoning Ability:

• Must be able to work independently with minimal supervision.

Physical Demands:

• This position involves extended periods of sitting and the extensive use of computer and the office equipment. May involve stooping, kneeling, or crouching. Involves close vision, color vision, depth perception, and focus adjustment.

Other skills:

• Must be reliable, have drive and initiative, have the ability to anticipate needs, be efficient, be able to work with the highest degree of integrity and discretion, be flexible, patient and able to maintain a pleasant demeanor and positive attitude in a fast-paced, demanding work environment.

This job description is not all inclusive. Macy's Inc. reserves the right to amend this job description at any time. Macy's Inc. is an Equal Opportunity Employer, committed to a diverse and inclusive work environment.