Legal administrative assistant - litigation

Calfee, Halter & Griswold LLP (Calfee), a full-service corporate law firm with offices in Cleveland, Columbus, Cincinnati, and Indianapolis has an opportunity for a Legal Administrative Assistant to join its Columbus office.

The Litigation Legal Administrative Assistant delivers advanced administrative support to attorneys and legal teams in a fast-paced litigation environment. Working collaboratively with colleagues across the firm, this position provides a broad range of administrative support, including document preparation, court filings, matter management, complex scheduling, and client service. The role requires a strong focus on delivering high level administrative support with professionalism, discretion, and commitment to client service.

Responsibilities:

• Prepare, revise, proofread, format, and distribute legal documents, pleadings, correspondence, and other materials from written drafts, dictation, or templates.
• Prepare and file litigation documents in state and federal courts, including electronic filings, tables of contents, tables of authorities, exhibits, and other court-required materials.
• Organize, maintain, and manage electronic and paper client files, litigation documents, exhibits, pleadings, binders, and records in accordance with firm policies and procedures.
• Monitor litigation deadlines, court filings, docket entries, and case-related activities; coordinate timely submission of documents into the firm's docketing system.
• Manage attorneys’ calendars, coordinating travel arrangements, court dates, depositions, client meetings, and other key deadlines and scheduling needs.
• Assist with preparation for depositions, hearings, mediations, arbitrations, trials, and other litigation proceedings.
• Communicate professionally with clients, attorneys, court personnel, opposing counsel, vendors, and firm personnel while delivering exceptional client service.
• Support matter administration by processing new client and matter intake, conflict checks, billing requests, expense reports, check requests, mail, and other administrative tasks.
• Enter attorney time, maintain matter information, generate reports, and utilize document management, timekeeping, case management, and workflow systems to support efficient matter management.
• Support compliance with court rules, filing requirements, firm policies, and confidentiality standards.
• Participate in ongoing training and professional development to enhance technical and administrative skills.
• Maintain the highest standards of professionalism, discretion, and confidentiality in all client and firm matters.

Qualifications:

• High School diploma or equivalent required
• 5+ years of litigation administrative support experience, preferably supporting multiple attorneys in a law firm, professional services organization, or corporate legal department.
• Experience with state and federal court filing procedures, including electronic filing systems.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and experience with document management, docketing, timekeeping, and case management systems.
• Ability to prepare and format complex legal documents, filings, exhibits, and related litigation materials.
• Excellent organizational, time management, and project coordination skills with the ability to manage multiple priorities and deadlines.
• Exceptional attention to detail and commitment to accuracy.
• Strong verbal, written, and interpersonal communication skills with a focus on client service.
• Ability to work independently, maintain confidentiality, and function effectively within a collaborative team environment.
• Strong problem-solving skills, adaptability, and willingness to learn new technologies and processes.