Legal Support Specialist

Greenberg Traurig, a global law firm, currently has an excellent full-time employment opportunity to work with our litigation team in our Boston office. We offer competitive compensation and an excellent benefits package.

Position Summary:

The Legal Support Specialist provides high-level administrative and legal support to a team of attorneys, including the office Co-managing Shareholder.  The successful candidate will be well versed with litigation procedure and practice in federal court and Massachusetts trial court and be able to complete assignments with a high degree of accuracy and attention to detail.  Candidate must be reliable, responsible, and take initiative to assist in all aspects of the attorneys’ workflow. 

Duties & Responsibilities: 

• Develops a strong understanding of assigned attorneys’ practice and clients, including maintaining up-to-date calendar entries and meetings, client contacts, and client matter lists
• Makes domestic or international travel arrangements, accommodations, or entertainment arrangements for assigned attorneys. Maintains up-to-date travel preferences (frequent flyers, seating preferences, passport, etc.)
• Processes and reconcile expense reports in a timely and proficient manner. Answers and directs phone calls for assigned attorneys and accurately screen, note, and send messages in a timely manner
• Manages and maintains attorney calendars, and daily schedule (including review of Outlook inbox, scheduling department meetings, client meetings, and follow-up of upcoming commitments and responsibilities)
• Assist attorneys in maintaining current list of client contacts and business contacts, including reminders for sending holiday cards/gifts
• Proactively coordinates internal/external meetings with limited direction. Arranges proper logistics based on meeting requirements (visitor offices, conference room, video conference and dial-in number, as appropriate)
• Maintain current contact information for litigation vendors such as process servers, couriers, printers, court reporters, e-discovery vendors, translation services, etc.
• Establishes and maintains files and records, in both hard copy and electronic formats. Files information in a timely manner. Retrieves information from files as requested. Sends files to storage on a periodic basis
• Oversees organization, maintenance and appropriate utilization of documents and other case-related materials, including maintenance of client-presentable and efficient work areas and case rooms
• Assists with printing, scanning, organizing exhibit binders, preparing UPS labels and certified letters
• Understand firm available resources and leverage most effective resource for desired results.
• Formats documents as appropriate for each court (consistent with litigator filing requirement instructions)
• Assists attorneys in in all stages of litigation cases from onset through post-trial
• Assists with motion practice, including assembling motion papers and exhibits, coordinating filings of pleadings and briefs, and ensuring proper service
• Assists with trial preparation, including creating trial notebooks, identifying, and organizing exhibits, coordinating witness schedules, maintaining trial calendars, and communicating effectively with opposing counsel and courtroom staff
• Coordinates multi-document filings in Federal, Circuit and State courts, including E-filings
• Assists billing attorneys with the client billing process by submitting conflicts checks, opening new matters, drafting engagement letters, and reviewing or editing client billing invoices
• Assists attorneys maintain court docket and with filing and serving litigation-related documents
• Prepares draft documents such as subpoenas, summonses, using firm templates and information from attorneys. Prepares motion binders and special working binders
• Draft cover letters or emails for filing, service, or notice to the court, opposing counsel, or client, as applicable
• Assists with other department activities as needed, and performs additional duties and responsibilities as assigned

Skills & Competencies: 

• Strong attention to detail, organizational skills, and ability to manage time effectively
• Strong ability to multi-task while maintaining high quality of work
• Strong ability to maintain high standards, use good judgment and seek out ways to contribute and anticipate needs
• Recognize confidential, sensitive, and proprietary information and maintain such information as confidential.
• Position also required the ability to work under pressure to meet strict deadlines
• Excellent interpersonal skills, communication skills and the ability to collaborate well in a team
• Computer proficiency in Microsoft Office Suite applications including Word, PowerPoint, Excel, and Outlook, as well as document management and other office technologies

Qualifications & Prior Experience:

• 3-5 years of hands-on litigation experience as a legal secretary within a law firm preferred
• Understanding of litigation process, procedure, and rules in federal court and Massachusetts trial court is a plus
• Must be proficient with Windows-based software and Microsoft Word, Excel, and Outlook (including and calendar and email management)
• Prior experience with firm software a plus (Concur, Pre-Bill Manager, Intapp Open, Intapp Time)
• Bachelor’s Degree or equivalent education and work experience

GT is an EEO employer with an inclusive workplace committed to merit-based consideration and review without regard to an individual’s race, sex, or other protected characteristics and to the principles of non-discrimination on any protected basis.