Job description
Mayer LLP is looking for an experienced insurance defense legal assistant to join its Houston office.
We are seeking an experienced Legal Assistant to join our team. The ideal candidate will have exceptional organizational skills, attention to detail, and the ability to handle a high-volume workload in a fast-paced environment. The Legal Assistant will provide administrative support to attorneys and paralegals in the litigation department.
Key Responsibilities:
The Legal Assistant will work closely with attorneys and paralegals in the litigation department, providing administrative support and assisting in the management of cases. Some of the key responsibilities include:
Manage attorneys' calendars and schedule appointments:
The Legal Assistant will be responsible for scheduling appointments and managing calendars for the attorneys in the litigation department. This includes scheduling meetings, depositions, and court hearings, and ensuring that the attorneys are aware of any upcoming deadlines or events.
Coordinate and schedule depositions, hearings, and meetings:
The Legal Assistant will be responsible for coordinating and scheduling depositions, hearings, and meetings with clients, opposing counsel, and court personnel. This requires strong communication skills, as well as the ability to negotiate schedules and resolve scheduling conflicts.
Prepare and file legal documents with courts and administrative agencies:
The Legal Assistant will be responsible for preparing and filing legal documents with courts and administrative agencies. This includes drafting pleadings, motions, and discovery requests, as well as ensuring that all filings are timely and in compliance with court rules and procedures.
Knowledge of e-filing in state and federal courts:
The Legal Assistant must have knowledge of e-filing procedures in both state and federal courts, including experience with electronic filing systems such as PACER and CM/ECF. The Legal Assistant should be able to file and monitor all electronic documents, ensuring they are properly formatted, filed, and served in accordance with court rules and deadlines. The ability to effectively navigate and manage e-filing systems is essential to the successful management of cases.
Managing attorneys' CLE or MCLE accreditation:
The Legal Assistant may be responsible for managing attorneys' continuing legal education (CLE) or mandatory continuing legal education (MCLE) accreditation, ensuring compliance with state bar requirements and tracking CLE credits earned. The Legal Assistant should be familiar with the various state bar requirements and able to assist attorneys in meeting their accreditation obligations. The ability to effectively manage CLE requirements is essential to the ongoing professional development of the attorneys and maintaining compliance with state bar rules and regulations.
Conduct legal research and gather relevant case information:
The Litigation Legal Secretary will be responsible for conducting legal research and gathering relevant case information. This includes reviewing case files, researching legal issues, and gathering information from clients and other sources.
Organize and maintain case files, both electronic and paper:
The Legal Assistant will be responsible for organizing and maintaining case files, both electronic and paper. This includes creating and updating case indexes, maintaining electronic case files, and ensuring that all case documents are properly labeled and stored.
Assist in the preparation of trial exhibits and trial binders:
The Legal Assistant will be responsible for assisting in the preparation of trial exhibits and trial binders. This includes organizing and labeling exhibits, preparing trial notebooks, and assisting with the preparation of trial presentation materials.
Communicate with clients, opposing counsel, court personnel, and accounting in a professional manner:
The Legal Assistant will be responsible for communicating with clients, opposing counsel, and court personnel in a professional manner. Additionally, the Legal Assistant will need to communicate with the accounting department to submit invoices, track expenses, and ensure accurate billing. This requires strong communication skills, as well as the ability to maintain confidentiality and handle sensitive information with discretion.
Opening new files and running conflicts:
The Legal Assistant is responsible for opening new files for each new case, including creating physical or electronic files and setting up case management systems to track all relevant case information. In addition, the Legal Assistant is responsible for running conflict checks to ensure that the firm does not have any conflicts of interest in representing the new client. This includes researching the client and all related parties to the case to identify any potential conflicts of interest. The ability to effectively open new files and run conflicts is essential to the successful management of cases and maintaining ethical standards in the legal profession.
Updating docket sheet or information sheet on the file:
The Legal Assistant is responsible for creating and updating the docket sheet or information sheet on the file to include all party information and style of the case. This includes entering all relevant information, such as party names, addresses, and contact information, as well as the case number, judge, and other relevant case information. The Legal Assistant should also ensure that the docket sheet is accurate and up-to-date, reflecting all relevant filings and events in the case. The ability to effectively manage and update the docket sheet is essential to the successful management of cases and ensuring compliance with court rules and procedures.
Working with a document management system such as iManage:
The Legal Assistant is responsible for working with a document management system such as iManage to ensure that all case-related documents are properly stored, organized, and accessible. This includes uploading and indexing all case-related documents into the document management system, as well as creating and managing folders and subfolders to organize the documents by case, client, and other relevant categories. The Legal Assistant should also be able to retrieve documents from the system and provide access to other team members as needed. The ability to effectively work with a document management system such as iManage is essential to the successful management of cases and ensuring that all relevant documents are easily accessible and properly organized.
Perform calendaring and other administrative tasks as assigned by attorneys:
The Legal Assistant will be responsible for performing calendaring and other administrative tasks as assigned by attorneys and paralegals. This may include answering phones, drafting correspondence, and providing general administrative support to the litigation department. A Legal Assistant may also be responsible for calendaring important dates related to the Docket Control Order (DCO). A DCO is a scheduling order that sets out deadlines for various events in a lawsuit, such as the completion of discovery, the filing of dispositive motions, and the trial date. The secretary must have excellent organizational and time management skills to keep track of all the dates and deadlines associated with the DCO. Additionally, the Legal Assistant must have a strong understanding of the case and be able to work closely with attorneys to ensure that all deadlines are met. Failure to comply with the deadlines set out in the DCO can result in severe consequences, such as sanctions or dismissal of the case, so it is vital that the secretary stays on top of the calendar and updates it regularly.
Willingness to adapt, and continue education:
The Legal Assistant must be willing to adapt and grow with the firm, learning new programs, technologies, and keeping up with changes in the law to effectively manage cases. The legal field is constantly evolving, and the Legal Assistant must be willing to stay up-to-date on changes in court rules, legal procedures, and case management software. This includes attending training sessions and continuing legal education offerings to remain current on the latest legal developments and best practices in the field. The Legal Assistant should be committed to ongoing professional development and willing to continuously improve skills and knowledge to provide high-quality legal support to the attorneys and clients.
Requirements:
To be considered for this position, the candidate must meet the following requirements:
Minimum of 5 years of experience as a legal assistant, preferably in litigation on the defense side:
The Legal Assistant must have a minimum of 5 years of experience as a legal assistant or secretary, preferably in litigation. This includes experience drafting legal documents, managing calendars, and communicating with clients, court personnel, and accounting.
Excellent organizational skills and attention to detail:
The Legal Assistant must have excellent organizational skills and attention to detail. This includes the ability to manage multiple tasks and deadlines, prioritize workload effectively, and ensure accuracy and completeness in all work products.
Strong communication and interpersonal skills:
The Legal Assistant must have strong communication and interpersonal skills, with the ability to communicate effectively and professionally with clients, opposing counsel, court personnel, and other team members.
Proficient in Microsoft Office Suite and legal software:
The Legal Assistant must be proficient in Microsoft Office Suite, including Word, Excel, and PowerPoint, as well as legal software such as LexisNexis and Westlaw.
Knowledge of court rules and procedures:
The Legal Assistant must have knowledge of court rules and procedures, including local rules and practices, and be able to apply this knowledge to ensure compliance in all filings and communications with the court.
Ability to maintain confidentiality and handle sensitive information:
The Legal Assistant must have the ability to maintain confidentiality and handle sensitive information with discretion and professionalism.
Ability to work independently and as part of a team:
The Legal Assistant must have the ability to work independently and as part of a team, taking initiative and working collaboratively with attorneys, paralegals, and other team members to ensure the successful management of cases.
Availability to work overtime as needed:
The Legal Assistant must be available to work overtime as needed for trial or crucial deadlines, including evenings and weekends, to ensure that all deadlines are met, and cases are properly managed. However, overtime needs preapproval and is not expected for work that is not a priority.
Salary:
The salary for this position is competitive and commensurate with experience.
Benefits:
We offer a comprehensive benefits package, including health insurance, dental insurance, vision insurance, life insurance, 401(k) plan, paid time off, and paid holidays.
To Apply:
Please apply directly through Indeed. We thank all applicants for their interest; however, only those selected for an interview will be contacted.
Job Type: Full-time
Pay: $55,000.00 - $65,000.00 per year
Schedule:
Ability to Relocate:
- Houston, Texas: Relocate before starting work (Required)
Work Location: In person
Job Type: Full-time
Pay: $55,000.00 - $65,000.00 per year
Benefits:
- 401(k)
- Dental insurance
- Employee assistance program
- Employee discount
- Health insurance
- Life insurance
- Paid sick time
- Paid time off
- Referral program
- Vision insurance
- Wellness program
Schedule:
Experience:
- Legal Assistant: 5 years (Required)
Ability to Commute:
- Houston, TX 77092 (Required)
Ability to Relocate:
- Houston, TX 77092: Relocate before starting work (Required)
Work Location: Hybrid remote in Houston, TX 77092