Legal Assistant

Job Summary
This position is for a highly motivated and exceptionally organized Legal Assistant within a fast-paced legal environment. This hybrid role is essential to the success of our practice, providing a full range of support to attorneys in both pre-litigation and litigation phases.

The ideal candidate is a proactive problem-solver with strong technical skills and a client-focused attitude. You will be responsible for a blend of paralegal and legal assistant duties, managing case files from inception through resolution.

Core Responsibilities
Administrative & Client Support
• Answer and screen incoming phone calls, acting as a professional first point of contact for clients, opposing counsel, and courts.
• Handle, process, and distribute all incoming/outgoing faxes and mail.
• Serve as a key point of contact for clients, providing non-legal status updates and gathering necessary information.
• Perform conflict checks for all potential new matters.
• Open new client matters and maintain physical and electronic files in accordance with firm standards.

Case Management & Development
• Maintain and meticulously update the firm's case management software with deadlines, contact information, case status, and notes.
• Manage and maintain attorney calendars, including scheduling appointments, calls, and critical case deadlines.
• Draft and send letters of representation to clients, opposing counsel, insurance carriers, and healthcare providers.
• Obtain, track, and follow up on all case-related records, including medical bills/reports, employment records, police reports, and insurance information.
• Draft detailed medical summaries and chronologies.
• Acknowledge and track liens from providers, insurers, and government agencies (e.g., Medicare/Medicaid).
• Assist attorneys with the preparation and assembly of settlement demand packages.

Litigation & Discovery
• Assist with drafting initial pleadings, including Summons, Complaints, and Answers.
• Coordinate service of process for summonses, complaints, and subpoenas.
• Draft outgoing discovery, including Form Interrogatories, Special Interrogatories, Requests for Production of Documents, and Requests for Admission.
• Prepare "skeletons" for discovery responses, coordinate the collection of responsive documents and information from the client, and prepare final responses.
• Organize and Bates stamp document productions (both incoming and outgoing).
• Review and analyze discovery responses from other parties, identifying deficiencies and assisting with "meet and confer" correspondence.
• Prepare and issue deposition and records subpoenas.
• Schedule depositions, mediations, and hearings, including coordinating with all parties, court reporters, and videographers.
• Prepare and serve Notices of Deposition (NODs) and other hearing notices.
• Set up and manage remote appearances (e.g., via Zoom or court-specific portals).
Motion, Trial, & Case Resolution
• Assist with drafting notices of motion and declarations; prepare and organize motion exhibits.
• Assist with trial preparation, including the creation of exhibit binders, witness lists, and trial binders.
• Coordinate and communicate with expert witnesses to schedule, obtain reports, and prepare expert designations.
• Prepare, serve, and electronically file various legal documents in state and federal courts (e.g., OneLegal, File&Serve, CM/ECF).
• Negotiate lien reductions with medical providers and insurers.
• Prepare and file CMS-related documents and declarations.
• Draft settlement agreements, releases, and Requests for Dismissal.
• Prepare final distributions/disbursement schedules and corresponding check letters for clients and providers.
• Handle all file-closing procedures, including archiving documents and returning original materials to the client.

Qualifications & Skills
• Experience: 3+ years of experience as a legal assistant or paralegal in a civil litigation environment. Experience in personal injury legal assistant work in California is a plus.
• Education: Paralegal Certificate or equivalent combination of education and experience is a plus.
Technical Skills:
o High proficiency in Microsoft Office Suite (Word, Outlook, Excel).
o Experience with case management software (e.g., PracticePanther, Clio, MyCase, ProLaw, etc.).
o Proficiency with PDF software (e.g., Adobe Acrobat) for Bates stamping, redacting, and exhibits.
o Experience with state and federal e-filing portals is required.
Core Competencies:
o Exceptional organizational skills and meticulous attention to detail.
o Strong written and verbal communication skills.
o Ability to manage multiple priorities, meet deadlines, and work effectively under pressure.
o Proactive and resourceful, with the ability to work independently and as part of a team.
o Understands and maintains strict confidentiality.