Executive Assistant to Commercial Litigation Partner (On-Site - Miami, FL)

Cole, Scott & Kissane, an AV-rated litigation firm, is seeking a full-time, experienced Executive Assistant to support a Commercial Litigation Partner in its Miami office.  We are looking for a proactive, organized, and personable professional to assist a charismatic and highly regarded partner who leads a dynamic team of approximately 30 lawyers.  This role is essential for ensuring the smooth operation of a fast-paced practice committed to delivering exceptional client service in a friendly and supportive environment.  Strong organizational skills, the ability to excel in a team setting, and professional communication with clients and opposing counsel are required.

Please note that this is an ON-PREMISES position - Remote work is NOT offered. Please do not apply if you do not currently reside in South Florida.

Job Duties:

• Schedule Management: Maintain and coordinate the executive's complex calendar, including client meetings, court appearances, and team events.
• Administrative Support: Assist with various administrative tasks, such as document preparation, file organization, and correspondence.
• Expense Reports: Prepare, track, and submit expense reports promptly and accurately.
• Meeting Coordination: Arrange meetings, prepare agendas, and ensure all logistics are handled seamlessly.
• Deadline Management: Monitor and manage deadlines for litigation filings, court dates, and team deliverables.
• Team Support: Act as a liaison between the Partner and the broader team, facilitating communication and assisting with team coordination.
• Client Interaction: Handle client communication professionally, ensuring prompt responses and attention to detail.

Requirements and Qualifications:

• Experience: At least 5  years of executive assistant experience, preferably in a legal or professional services environment.

• Skills:
• Exceptional organizational and multitasking abilities.
• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint).
• Familiarity with legal calendaring software is a plus.
• Strong written and verbal communication skills.
• Understanding of Federal and Florida Rules of Civil Procedure
• Experience with electronic filing in state and federal courts and calendaring
• Knowledge of the litigation process
• Knowledge of court procedures including, but not limited to Florida E-Filing (ECF)
• Experience with Trial preparation
• Advanced skill level with Microsoft Office software, excellent typing and organizational skills
• Ability to work independently
• Case Management and Document management using Litify, iManage and Microsoft Outlook, Word, Excel, Adobe. E-file legal documents in Florida’s E-Portal System
• Ability to multi-task in a fast-paced environment and staying calm under pressure of multiple deadlines is essential.
• Ideal candidate must be detail oriented, work well under pressure, and have a good attendance record

• Attributes:
• A friendly and professional demeanor.
• Discretion and the ability to handle sensitive information confidentially.
• Adaptability in a fast-paced environment with shifting priorities.
• A team-oriented mindset and a proactive approach to problem-solving

Why Join Us?

• Culture: Work with a team that values collaboration and camaraderie.
• Leadership: Support a Partner who is not only a leader in commercial litigation but also recognized for their charisma and approachable nature.
• Growth: Be part of a practice that offers opportunities for personal and professional development.
• Benefits: Competitive package including 20 PTO days, 9 paid holidays, health, dental, vision, life insurance, disability coverage, long-term care, 401k, and more.

NO AGENCIES OR TELEPHONE INQUIRIES, PLEASE.

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