Executive Litigation Legal Assistant

Job Description

Job Description

Ascension Global Staffing & Executive Search, a Hispanic Women Owned & Operated National Recruiting Firm stands at the forefront of innovation and excellence. Led by a visionary team with a deep commitment to diversity and inclusion, our firm is dedicated to identifying and attracting top talent across the nation. With a unique blend of cultural insight and professional expertise, we pride ourselves on creating an environment that fosters success for both employers and candidates.

Ascension Global Staffing & Executive Search is seeking an experienced and highly organized Executive Legal Assistant / Litigation Secretary to provide comprehensive administrative and litigation support to attorneys in a fast-paced legal environment for our client in Coconut Grove, FL. The ideal candidate will demonstrate exceptional attention to detail, a proactive approach to problem-solving, and the ability to manage competing priorities with discretion and professionalism.

Primary Responsibilities

Manage a dynamic and changing calendar, including scheduling appointments and coordinating meetings.

Arrange complex travel itineraries and process related expense reports with accuracy and efficiency.

Prepare, draft, and revise correspondence, pleadings, and other legal documents.

Organize and facilitate meetings by sending reminders, securing meeting rooms, and arranging catering as needed.

Ensure background information and legal calendars are reviewed and updated in preparation for meetings and deadlines.

File legal documents with state and federal courts using electronic court filing systems (ECF).

Answer and direct incoming calls courteously and professionally.

Maintain accurate and up-to-date physical and electronic filing systems.

Reconcile and manage expense reimbursement submissions.

Proofread documents for completeness and accuracy prior to filing or distribution.

Provide assistance to attorneys and paralegals in trial preparation.

Manage and prioritize multiple tasks effectively under tight deadlines.

Perform additional duties as required to support the legal team.

Personal Attributes

Demonstrates a strong understanding of and adherence to firm policies and procedures.

Flexible and cooperative; willing to support team members across functions.

Maintains a positive, approachable, and professional demeanor.

Adapts well to changing workloads and responsibilities.

Performs efficiently in high-pressure situations.

Communicates with clarity and precision, both in writing and verbally.

Proactive in resolving issues and answering inquiries thoroughly and accurately.

Displays confidence and professionalism in all interactions.

Skills and Abilities

Proficiency with legal research tools and filing systems, including Lexis Nexis, PACER, ECF, and document management platforms such as TrialWorks.

Advanced proficiency in Microsoft Office Suite (Word, Outlook, PowerPoint, Excel) and Dropbox.

Competence in using office equipment, including multi-line phone systems, copiers, scanners, fax machines, and printers.

Familiarity with or willingness to learn transcription software and techniques.

Minimum Qualifications

High school diploma required; a college degree is preferred.

A minimum of five years’ experience in an executive assistant and / or litigation secretary role within a fast-paced legal environment.

Demonstrated computer literacy, particularly in Microsoft Office applications.

This is a full-time, in-office position.

The salary is based on experience.