Litigation Practice Assistant

JOB TITLE: Litigation Practice Assistant OFFICE LOCATION: Wilmington DEPARTMENT: Practice Assistants MANAGER: Office Manager FLSA STATUS: Non-Exempt   POSITION SUMMARY:  Saul Ewing is seeking an experienced practice assistant to support its litigation department in Wilmington. Responsible for administrative support for assigned attorneys.  Duties include creating and formatting documents, filing, completing client/matter intake forms, finalizing bills, submitting expenses, entering time, answering incoming calls, coordinating meetings, managing attorney’s contacts, and maintaining calendars.   ESSENTIAL FUNCTIONS AND JOB RESPONSIBILITIES: Prepare pleadings and prepare deposition and hearing binders. Handle logistics for trial team leading up to, during, and after trial. Proficient in File and ServExpress as well as CM/ECF and PACER. File and serve pleadings/discovery in state and federal actions. Review, edit and prepare monthly bills and send to clients.  Create and edit complex documents from multiple sources, including correspondence, memos, spreadsheets, and presentations. Proofread and redline work for spelling, grammar, and layout, making appropriate changes.  Establish, update and maintain client and internal files, including saving and organizing documents in the firm’s document management system. Retrieve information from files when needed. Open and review incoming mail. Notify legal personnel of deadline-sensitive correspondence. Draft written responses when necessary, or reply by phone or email as needed. Reconcile and submit attorney expenses. Proactively manage attorney calendars, schedule in-person and virtual meetings, and coordinate conferences, meetings, and appointments. Coordination may include ordering of marketing resources, facilitating hospitality and technology needs, travel arrangements, restaurant research and booking, etc. Manage incoming and outgoing electronic communications (including telephone, email, and fax), take accurate messages, route appropriately and respond to all inquiries. Maintain attorneys’ contacts, including adding contacts to the firm’s CRM system and appropriate mailing lists and working with attorneys to keep contact information updated. Process client matter intake forms, answer attorney questions about the process and proactively troubleshoot issues that may arise. Make photocopies and scan documents as needed. Perform additional administrative tasks as requested, including time entry, working with attorneys to review bills, managing electronic signatures, maintaining credentials, basic internet research, tracking and reporting CLE hours, and learning any additional software programs needed to perform required tasks.   KNOWLEDGE AND SKILLS REQUIRED: Advanced skills in Microsoft Office, including Word, Outlook, Excel, and PowerPoint  Typing skills of 60+ wpm Excellent communication, written and verbal skills, positive attitude, dependability, flexibility, good judgment, initiative and professionalism. Strong client service skills. Ability to meet deadlines, multi-task and handle a high volume of work in a fast-paced environment. Must be detail-oriented with strong organizational skills. Comprehensive understanding of the court system including filing procedures, deadlines, and local rules, for Delaware Chancery and Superior Courts, JP Court, AAA and The District of Delaware. Must be Proficient in Word with strong knowledge of the use of Styles and Best Authorities and formatting Table of Authorities and Tables of Contents. Must be Proficient in File and ServExpress as well as CM/ECF and PACER.   EDUCATION AND EXPERIENCE REQUIREMENTS: High School Diploma or GED A minimum of 5 years’ experience working as a litigation legal administrative assistant in Delaware E-filing experience at the local, state, and federal level Experience with document management, time and billing, and client matter intake   ADDITIONAL INFORMATION: Individual in this position will provide additional assistance and support as directed by their supervisor. This job description is subject to change at any time.   COMPENSATION: The pay for this position will be determined based on relevant skills, experience, education, external market data, internal equity, and other job-related factors. The anticipated range for this role is $80k to $95k.