Legal Administrative Assistant - Litigation and Family Law

Offit Kurman, an AmLaw200 firm, is seeking a legal administrative assistant to join their Litigation & Family Law team in Hackensack, NJ. The ideal candidate will have a litigation and family law background in both New Jersey and New York areas, experience with legal drafting and formatting with strong attention to detail, the ability to multi-task and prioritize deadlines and workloads, and have a proactive, organized, and professional demeanor. There will be heavy calendar management, client management, physical and electronic filing, and communications with high end clientele and counsel.

Responsibilities:  

• Manage complex attorney schedules, including coordinating meetings, teleconferences, networking events, and court appearances.  
• Draft and prepare a wide range of legal documents under attorney supervision, ensuring accuracy and adherence to legal standards.  
• Oversee the new client/matter intake process, managing timely submission and proper filing of all required documentation.  
• Implement and maintain efficient systems for organizing both paper and electronic client files, pleading binders, and case documents throughout their lifecycle.  
• Conduct legal research, prepare, and file documents with courts and relevant agencies, following attorney guidance and complying with legal procedures.  
• Serve as a key point of contact for clients, managing professional communications via phone, email, and in-person interactions.  
• Process and monitor financial documentation, including expense reports, credit card reconciliations, and reimbursement requests.  
• Provide backup support to reception, ensuring seamless front-office operations and maintaining a professional firm image.  
• Assist in case management by organizing and maintaining case files, coordinating deadlines, and supporting attorneys in trial preparation.  
• Maintain strict confidentiality of all client and case information, adhering to ethical standards and firm policies.  
• Stay current with legal procedures and filing requirements, adapting processes as necessary to ensure compliance.  
• Collaborate with legal teams to ensure all administrative aspects of case management are handled efficiently.  
• Perform additional administrative tasks as required to support the firm's operations and attorneys' needs. 

Requirements:  

• Proactive work style with strong analytical skills needed for reading, researching, reviewing, verifying, and routing correspondence, reports, and legal documents. 
• Ability to stay ahead of deadlines, prioritize tasks and projects, and anticipate attorney and client needs.  
• Excellent production skills, capable of producing accurate work when transcribing, formatting, inputting data, editing, copying, scanning, and transmitting text, data, and graphics. 
• Strong written and verbal communication skills with proficiency in grammar and spelling. 
• Exceptional client service skills with a proven record of building effective relationships with internal and external clients. 
• Client management experience with uploading and maintaining up to date information in the dedicated software system.

Qualifying Experience:  

• Bachelor’s degree or equivalent experience. 
• 3+ years of experience in administrative support in the legal or professional services sector. 
• Proficiency in Microsoft Office Suite (Outlook, Word, Excel and PowerPoint), Internet research skills, document management systems, and client management systems. 

Physical Requirements and Work Environment 

• Physical Requirements: Involves prolonged periods of sitting and computer use, as well as standing, walking, and using hands. Tasks require strong visual abilities and effective oral communication skills. Occasional lifting of up to 15 lbs. 
• Work Environment: Typical office environment, the noise level in the work environment is usually moderate. 

EEO Statement: We are an equal opportunity employer and do not discriminate on the basis of race, color, religion, sex, national origin, age, disability, or any other legally protected status. We are committed to diversity and inclusion in our workforce. 

Disclaimer: This job description is not a contract, and the firm reserves the right to modify duties and responsibilities as needed with or without notice.