Legal Administrative Assistant - Litigation

Position Summary:

Cohen Seglias is on the lookout for a dedicated and detail-oriented Legal Administrative Assistant to join our dynamic team. In this role, you will provide essential administrative support to our litigation attorneys, ensuring tasks are completed efficiently and on time. We are searching for a collaborative team player who thrives in a fast-paced environment and is eager to assist colleagues as needed.

The ideal candidate will possess over 5 years of substantial experience in litigation, with a strong background in e-filing. Proficiency in legal technology and document management systems, particularly iManage, is highly desirable.

Responsibilities:

• Offer comprehensive administrative assistance to designated attorneys.
• Prepare, finalize, and file legal documents including correspondence, pleadings, motions, and court filings.
• Draft cover letters and routine legal correspondence.
• Proofread all documents for accuracy, grammar, formatting, and consistency.
• Edit and revise documents as directed by attorneys.
• Handle extensive e-filing in D.C., Maryland, Virginia, and Federal Courts.
• Coordinate faxing, copying, scanning, and mailing, ensuring all exhibits and attachments are correctly included.
• Manage extensive documentation in iManage, including uploading, organizing, and maintaining physical and electronic files (e.g., correspondence, pleadings, discovery).
• Format legal briefs, including updating Tables of Contents and Tables of Authorities.
• Extensively edit and manage PDFs, such as merging documents, inserting exhibit cover pages, adding signatures, and applying formatting edits.
• Maintain attorney calendars using the firm’s calendaring system, including court dates, meetings, appointments, and critical legal deadlines.
• Review incoming correspondence and pleadings to calculate, docket, and calendar court and discovery deadlines.
• Keep case files organized and up-to-date within iManage.
• Update firm systems with case-related information, including party details, representation status, and contact information.
• Conduct financial and administrative tasks, including preparing expense reimbursements, coding credit card charges, submitting check requests, and recording filing payments made with firm credit cards.
• Open new client matters per firm procedures, including conflict checks, engagement letters, and intake documentation.
• Prioritize and manage multiple assignments to ensure accuracy and timely completion.
• Adhere to all firm Standard Operating Procedures and administrative guidelines.

Skills/Knowledge Requirements:

• Strong computer proficiency, with advanced knowledge of Microsoft Office 365, including Word, Outlook, PowerPoint, and Excel.
• Prior experience with document management systems and docketing/calendaring software in a law firm environment.
• Excellent written and verbal communication abilities.
• Exceptional attention to detail with strong proofreading and quality-control skills.
• Highly organized, capable of handling multiple tasks and competing priorities in a fast-paced environment.
• Professional and effective interaction skills with attorneys, staff, clients, and external contacts.

Education/Experience Requirements:

• High School Diploma or equivalent required; Associate's degree preferred.
• Minimum of 5 years of experience as a legal administrative assistant in a law firm, with a focus on litigation and e-filing.
• Familiarity with Microsoft Office 365.

Cohen Seglias is an equal opportunity employer, committed to diversity and inclusion in the workplace.

About Cohen Seglias:

With over 35 years of experience, Cohen Seglias has established a solid reputation in the construction industry. As we expand our capabilities, we remain committed to providing a full range of legal services across multiple disciplines to clients in nine offices. Our firm and attorneys are recognized as leaders in their respective fields by prestigious legal ranking entities.

Culture:

As a mid-sized firm, we foster a collegial, collaborative, and supportive work environment, offering meaningful legal work and opportunities for professional growth. We are dedicated to the well-being and growth of our employees, reflected in mentoring programs, ongoing training, pro bono initiatives, and engaging office events.