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Position Summary
The Legal Executive Assistant provides comprehensive administrative and legal support to assigned attorney(s) to ensure the efficient management of client matters and legal practice needs. This role requires exceptional organizational skills, strong attention to detail, and the ability to manage multiple priorities in a fast-paced environment.
Key Responsibilities
- Manage attorney calendars, including scheduling hearings, depositions, mediations, arbitrations, client meetings (including Zoom), and coordinating with court reporters. Track court dates, discovery deadlines, e-recording and filing requirements.
- Coordinate Continuing Legal Education (CLE) registrations, Florida Bar dues, and U.S. District Court annual renewals. Assist with attorney expense reports, unbilled time reports, and entry/editing of attorney billable time in firm systems.
- Transcribe from BigHand (Jon Ellis only), Draft, edit, proofread, and format a variety of legal documents, including pleadings, motions, subpoenas, discovery requests/responses, contracts, and correspondence to include calendaring and scheduling of pre-suit mediations.
- Save client-related documents in the correct matter’s workspace in accordance with departmental naming conventions within the firm’s document management system (iManage).
- Conduct legal research and corporate/entity searches using Florida DBPR, Property Appraiser websites, and other relevant databases.
Required Skills and Qualifications
- Exceptional verbal and written communication skills with strong attention to detail.
- Excellent organizational, time management, and workflow coordination abilities.
- Strong interpersonal and customer service skills; able to maintain professionalism under pressure.
- High level of discretion when handling confidential client and case information.
- Proficient in Microsoft Office Suite; familiarity with iManage and Aderant is preferred.
- Ability to work independently and collaboratively in a fast-paced legal environment.
Education and Experience
- Associate degree in Paralegal Studies or related field required; bachelor’s degree preferred.
- Minimum of three (3) years of legal assistant experience in a law firm or corporate legal department, preferably with experience in community association law or litigation.
- Heavy typing and transcription are required, with a minimum typing speed of 60 WPM.
- Must understand the Florida Rules of Civil Procedure and the Federal Rules of Civil Procedure.
Required Skills and Qualifications
- Exceptional verbal and written communication skills with strong attention to detail.
- Excellent organizational, time management, and workflow coordination abilities.
- Strong interpersonal and customer service skills; able to maintain professionalism under pressure.
- High level of discretion when handling confidential client and case information.
- Proficient in Microsoft Office Suite; familiarity with iManage and Aderant is preferred.
- Ability to work independently and collaboratively in a fast-paced legal environment.
Education and Experience
- Associate degree in Paralegal Studies or related field required; bachelor’s degree preferred.
- Minimum of three (3) years of legal assistant experience in a law firm or corporate legal department, preferably with experience in community association law or litigation.
- Heavy typing and transcription are required, with a minimum typing speed of 60 WPM.
- Must understand the Florida Rules of Civil Procedure and the Federal Rules of Civil Procedure.
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