Practice Assistant - Litigation

Location

Orlando, FL

We are seeking a Practice Assistant to join our team. The Practice Assistant will provide high‑quality administrative support to a group of lawyers and professionals in a team environment, effectively and efficiently meeting firm and client needs.

• Communicate effectively and professionally with clients, lawyers, and co‑workers via email, telephone, and in person; answer routine questions and route calls to the appropriate lawyer or staff member.
• Arrange conference calls, greet clients, and provide general reception duties.
• Create, draft, format, edit, proofread, and manage Word documents, Excel spreadsheets, and PowerPoint presentations; draft routine business correspondence, forms, and documents under lawyer supervision.
• Schedule domestic and foreign travel through the firm travel system, including flights, hotels, and car rentals.
• Prepare, organize, and process reimbursements, invoices, and check requests in a timely manner.
• Collect and prepare information for conflict checks, open new client matters, and draft engagement letters, scope letters, and other required documents; guide lawyers to ensure completion and proper submission.
• Apply billing guidelines consistently to client invoices to ensure compliance and cost‑effective practices.
• Open, prioritize, and distribute mail (paper and electronic); coordinate mailings, deliveries, copying, scanning, and printing as needed.
• Enter and manage work requests from lawyers in the firm’s workflow tool and complete assignments by provided deadlines.
• Perform routine electronic and paper filing in an organized manner; photocopy, scan, compile, and distribute documents; coordinate available services from administrative departments (office services, IT Help Desk, document services, accounting, billing, records).
• Perform all file maintenance, including saving documents to the document management system.
• Assist lawyers with time entry, billing, and collection as needed.
• Operate independently to ensure timely and accurate completion of assignments, including complex or high‑volume tasks.
• Perform clerical duties for non‑legal departments as needed and take on special projects or duties as assigned.

• Advanced knowledge of Microsoft Office Suite and Adobe.
• Experience with document management systems and electronic signature software.
• Proficiency in core legal administrative assistant functions and advanced technical and communication skills.
• Ability to thrive in a fast‑paced environment and coordinate multiple competing tasks.
• Excellent attention to detail, grammar, and punctuation; ability to articulate ideas clearly and present findings.
• Ability to take direction and work independently with minimal supervision.
• Strong interpersonal and professional communication skills.
• Strong work ethic, confidentiality, and physical ability to lift and carry up to 30 pounds.

• Bachelor’s degree preferred.
• 4 to 5 years of experience supporting lawyers and paralegals with administrative or client‑related tasks.
• General knowledge of litigation practices and procedures; familiarity with court systems (district, small claims, circuit, federal, appellate).
• Expertise with PACER and other electronic filing systems for state and federal courts and administrative agencies.
• Experience with docketing, calendaring of case events, filing deadlines, and use of centralized docketing software.
• Knowledge of court procedures and local rules and ability to locate Judge’s Standing Orders.
• Experience processing summonses, subpoenas, and discovery requests.
• Experience preparing legal documents (pleadings, discovery, document production, memoranda) and other correspondence.
• Experience with Bates labeling, redacting documents for trial preparation, and scheduling court depositions, hearings, and meetings.

Ability to sit or stand for extended periods; moderate or advanced keyboard usage.

• Comprehensive medical (PPO and HDHP), dental, and vision plans including coverage for domestic partners.
• Life and AD&D insurance; short‑ and long‑term disability insurance.
• Tax‑advantaged health care accounts…