Practice Department Legal Administrative Assistant-Litigation

The Practice Department Legal Administrative Assistant (PDA) is an extremely critical position within our firm, serving as the foundational support network that keeps our legal operations seamless. This is not a passive or standard administrative role; it is a high-impact position designed for an agile professional who thrives under pressure. You will step into dynamic, high-stakes environments daily to support various attorneys, paralegals, and Legal Administrative Assistants (LAAs) during absences and peak periods. Because you are the firm's primary safety net, exceptional reliability and near-perfect attendance are strictly required. The PDA position works under the supervision of the Chief Human Resource Officer. This position will be supporting our litigation, appellate and labor and employment practice groups.

Responsibilities

• Prepare, transcribe, format, edit, and proofread various documents and business correspondence using firm templates and standards in a timely, appropriate manner
• Organize, maintain, and update physical and electronic case files using the firm's document management systems
• Scan/copy documents
• Complete various filing procedures (i.e. e-filing, 5F filings) with relevant courts or agencies following precise local and federal rules
• Assist with time entry
• Prepare reimbursement requests
• Open new clients and matters
• Plan and schedule meetings and maintain timekeepers’ calendars as needed
• Coordinate and make travel arrangements
• Open and close client files on a routine basis
• Communicate directly with clients in a professional manner
• Provide back up support to other PDAs when available
• Other duties as assigned

Performance Expectations

• Workstyle Adaptability: Take immediate initiative to learn, adapt to, and match the distinct personalities, workflow preferences, and communication styles of multiple attorneys and their dedicated LAAs. Embrace ever constant change.
• Fast-Paced Execution: Work at a consistently fast pace on most days, efficiently processing complex tasks while maintaining strict accuracy.
• Volume Management: Manage a heavy and, at times, extremely demanding workload across varying practice areas.
• Strategic Prioritization: Understand that while the volume is high, not every task can or should be completed in a single day; intelligently triage tasks based on strict deadlines.
• Proactive Communication: Take ownership of your bandwidth. It is a critical requirement of this role that you reach out for assistance immediately when the workload becomes overwhelming, rather than letting deadlines slip.

Critical Success Factors

• Unyielding Reliability: Attendance and punctuality are paramount. Unplanned absences directly impact the firm’s ability to meet court deadlines and client obligations.
• Emotional Intelligence & Initiative: You must be a proactive relationship-builder who can read a room, anticipate needs, and adapt to different managerial styles without friction.
• Resilience Under Pressure: Comfort with ambiguity and the stamina to handle high-stress, fast-moving legal environments. Remaining calm in a stressful situation is critical.

Please Note: This job description is intended to describe the general nature and level of work performed by employees in this position. It is not intended to be a comprehensive list of all duties, responsibilities, or qualifications. Responsibilities may change as business needs evolve. This is not a remote position. The final pay rate is determined by qualifications and years of relevant experience.

Qualifications/Requirements

• High School diploma required
• 5+ years of legal administrative experience preferred
• Knowledge is required of Appellate Court work, electronic case filings, preparation of post-closing transcripts, and familiarity with IURC websites
• Advanced computer skills: Microsoft Office 365 including Excel, Outlook, Word, OneDrive and SharePoint
• Knowledge of the following software:
  • Aderant - accounting and time entry
  • ChromeRiver - reimbursements
  • iManage - document management
  • Olympus and WinScribe - transcription
  • Tungster Power PDF Advanced
  • Litera Compare and Microsoft Track Changes
• Excellent organizational, goal setting, analytical and planning skills
• Ability to prioritize, adapt to new assignments, meet deadlines, and maintain poise in a fast-paced, highly demanding environment
• Demonstrate good judgment and discretion
• Independent self-starter, takes direction well and accepts a challenge
• Professional attitude and excellent customer service skills
• Dependable team player who works collaboratively and cooperatively within a team environment
• Professional verbal and written communication skills and is a perceptive listener
• Generate high-quality work, with exceptional attention to detail and accuracy, and proof-reading skills
• Ability to work with frequent interruptions and adapt to changes in workflow
• Manage multiple priorities in a fast-paced, deadline-driven work environment
• Comfortable with always evolving technology and software
• Willingness and desire to attend training classes to maintain and increase technical skills
• Volunteer to assist with overflow assignments and communicate effectively with peers and supervisors
• Maintains reliable attendance and follows designated work schedule
• Professional appearance