Litigation Legal Administrative Assistant

Litigation Legal Administrative Assistant

Litigation Legal Administrative Assistant


Administrative Support Staff


Parsippany, New Jersey

Employment Type



$75000 - $85000

Job Description:

Responsibilities include, but are not limited to:

  • Assist in organizing and managing the workload and deadlines of assigned attorneys.
  • Input and track disbursement and expense reimbursement requests utilizing Chrome River.
  • Accurately enter, review and revise timekeeper timesheets.
  • Maintain attorney calendars through Outlook and coordinate travel arrangements as needed.
  • Keep close track of key deadlines and proactively provide frequent updates to attorneys.
  • Coordinate all aspects of client billing each month, including working with attorneys and billing coordinators on the following:
    • Review pre-bills for accuracy, including rates, discounts, client information and formatting, and make necessary edits.
    • Ensure specific billing arrangements are applied, such as flat fees, discounts, retainer payments, etc.
    • Review and verify the accuracy of final bills.
  • Help open new matters and maintain client files in shared drives.
  • Coordinate e-filing and filings with state, federal, and appellate courts.
  • Assist in drafting correspondence with clients, courts, and opposing counsel.
  • Generate and edit Tables of Contents & Tables of Authorities using Word Styles.
  • Send court documents and other filings to be docketed, work with Docketing Department to monitor the calendar process, and proactively notify attorneys of litigation deadlines.
  • Format, proofread, and finalize motions, opposition, and exhibits.
  • Assist with trial preparation.
  • Interact professionally with clients and other parties via email and telephone.
  • Perform other related duties as assigned.

Job Requirements:

Knowledge, Skills & Abilities:

  • A minimum of 5 years of supporting complex litigation practice in New Jersey state and federal courts is preferred, but willing to train the right candidate.
  • Demonstrated ability to work independently, manage workflow and take the lead in keeping a team on track to meet critical deadlines.
  • Exceptional organizational and time management skills.
  • Excellent critical and analytical thinking.
  • Diligent attention to detail and a high level of accuracy.
  • Ability to work on multiple concurrent projects with team members and appropriately prioritize.
  • Must be able to adapt to changes in workload and job responsibilities.
  • Familiarity with reviewing attorney time entries and other client charges in order to assist with preparing and finalizing invoices.
  • Proficient in all basic, advanced, and legal-specific Word and Windows 10 software as well as Outlook, Power PDF, Change-Pro, and Excel. Experience with Aderant and NetDocs preferred.
  • Knowledge of court rules and civil procedures at the state and federal levels; appellate experience is a plus.
  • Ability to implement the rules of civil procedure and local court rules in filings.
  • Experience with accurately filing court documents both electronically and in document form and ability to determine and follow any local judge-specific requirements. Knowledge of Case Management/Electronic Case Files procedure and platform for Federal court required.
  • Professionalism, including tactfully approaching others, treating others with respect, and reacting well under pressure.
  • Strong team mentality, willing to pitch in to help wherever needed, build a positive team spirit and support everyone’s efforts to succeed.