Legal Administrative Assistant - Litigation

Rubin And Rudman Llp - Boston, MA

Full-time

Boston, MA

Professional, Scientific, and Technical Services

About the position

Rubin and Rudman, LLP is seeking a Legal Administrative Assistant to support the Litigation Department by performing a variety of essential duties. This role is pivotal in managing and processing e-billing for assigned attorneys, as well as handling court filings and docketing. The Legal Administrative Assistant will be responsible for transcribing and drafting various legal documents, including correspondence, memoranda, and pleadings, utilizing both machine transcription and shorthand transcription methods. In addition to document preparation, the assistant will open new case files, which includes sending out Case Memos to involved parties, conducting conflict of interest checks, and maintaining all files through periodic reviews and archiving of older files. The position also requires establishing and maintaining a calendar and deadline reminder system for case deadlines, meetings, and appearances, utilizing a master calendar system where applicable. The assistant will leverage their knowledge of court systems to complete filings, including e-filing and docketing. Timeliness is crucial, as the assistant will ensure that attorney time sheets and billable time entries are recorded promptly, and will be responsible for completing and proofreading attorney billing, e-billing, and proforma invoices. Additionally, the assistant will manage the attorney's calendar, including scheduling appointments and meetings. Other responsibilities include processing incoming mail—reviewing, sorting, scanning, dating, and routing it to the appropriate parties—as well as managing outgoing mail to ensure timely delivery. The assistant will maintain positive contact with clients, attorneys, and staff while observing confidentiality in attorney-client matters. Administrative phone and email screening, greeting visitors, and collaborating with other staff, paralegals, and attorneys are also key components of this role. This position is full-time, based on 35 hours per week, but may occasionally require additional hours, which will be compensated as overtime, and may involve irregular hours.

Responsibilities

• Transcribes and drafts correspondence, memoranda, pleadings, and other legal documents.
• Opens new case files and conducts conflict of interest checks.
• Maintains all files, including periodic reviews and archiving older files.
• Establishes and maintains calendar and deadline reminder systems for case deadlines and meetings.
• Completes filings, e-filing, and docketing using knowledge of court systems.
• Ensures timely recording of attorney time sheets and billable time entries.
• Completes and proofs attorney billing, e-billing, and proforma invoices.
• Manages the calendar for attorney(s), including scheduling.
• Processes incoming mail and manages outgoing mail to ensure timely delivery.
• Maintains positive contact with clients, attorneys, and staff while observing confidentiality.
• Completes administrative phone and email screening and greets visitors.
• Works closely with administrative support staff and performs additional responsibilities as assigned.

Requirements

• A minimum of two years of Litigation administrative or legal experience.
• Prior e-billing experience; experience with LEDES billing and Aderant preferred.
• Ability to organize and prioritize numerous tasks and complete them under time constraints.
• Interpersonal skills necessary to communicate effectively with clients, attorneys, and staff.
• Flexibility to accept additional duties outside of perceived job responsibilities.
• Ability to read, write, and type in English to complete essential job functions.
• Minor editing skills for grammatical, typographical, and spelling errors.
• Ability to perform non-complex arithmetic calculations.

Benefits

• Overtime pay for hours worked beyond 35 hours per week.
• Equal opportunity employer with consideration for all applicants without discrimination.