Paralegal Executive Assistant / Legal Secretary

Position Summary

Our client is seeking an experienced Paralegal/Legal Secretary to provide comprehensive litigation and administrative support to a team of 3-4 attorneys. The ideal candidate will have a strong understanding of the Florida court system, experience with court filings, case management, attorney calendar coordination, and all phases of litigation support functions.

This role requires a detail-oriented professional who can effectively manage multiple priorities, communicate with judicial assistants and court personnel, prepare legal documents, and support attorneys throughout the litigation process.

The successful candidate will be responsible for supporting attorneys through all phases of litigation by managing court filings, maintaining case files, coordinating schedules, preparing legal documentation, and ensuring compliance with court deadlines and procedural requirements. This role demands strong organizational skills, accuracy, and the ability to thrive in a fast-paced legal environment.

Key Responsibilities

• Provide legal secretarial and administrative support to assigned attorneys.
• Format, proofread, finalize, type, and electronically file legal documents.
• Prepare correspondence, pleadings, motions, notices, subpoenas, and other legal documents from drafts and templates.
• File pleadings, motions, and other court documents with Florida Circuit Courts, DOAH, and other appropriate tribunals.
• Maintain and organize attorney case files, both electronic and physical.
• Manage attorney calendars, including scheduling hearings, depositions, mediations, trials, and client meetings.
• Coordinate and communicate with Judicial Assistants regarding scheduling and court matters.
• Assist attorneys with discovery requests, responses, and document production.
• Prepare exhibits, hearing binders, and case-related documentation.
• Arrange for service of process and maintain tracking of legal deadlines.
• Retain and schedule court reporters and obtain hearing and deposition transcripts.
• Monitor court dockets and case activities.
• Perform general administrative duties, including answering phones, coordinating travel arrangements, and supporting office operations.
• Assist with closing case files and records management activities.

Required Qualifications

·       3+ years of experience as a Paralegal, Legal Assistant, or Legal Secretary.

·       Experience supporting multiple attorneys simultaneously (3-4 attorneys preferred).

·       Knowledge of Florida court procedures, rules, and electronic filing systems.

·       Experience filing documents with Florida Circuit Courts and the Division of Administrative Hearings (DOAH).

·       Strong litigation support experience, including discovery, exhibits, and pleadings preparation.

·       Experience communicating with judges' offices and Judicial Assistants.

·       Proficiency with Microsoft Office Suite (Word, Outlook, Excel, PowerPoint).

·       Experience using Adobe Acrobat for document preparation and management.

·       Exceptional organizational, time management, and communication skills.

·       Ability to handle confidential information with professionalism and discretion.

·       Prior experience in a litigation practice environment.

·       Familiarity with court docketing systems and case management software.

·       Experience preparing Legal Documents, trial exhibits and hearing materials.

·       Knowledge of Court Filings & e-filing requirements and court Scheduling.