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Litigation / Corporate Paralegal

Job Summary:

The Litigation / Corporate Paralegal’s primary goal is to support our Attorneys by assisting with litigation, business, corporate, and transactional matters from inception through resolution, including client communication, case management, document preparation, court filing support, transaction support, and administrative coordination, under the direction of one or more Attorneys in the office. Paralegals are required to meet the minimum billable requirements set by the Firm and report on progress toward achieving assigned goals.

The Litigation / Corporate Paralegal will coordinate with clients, opposing counsel, courts, experts, vendors, government agencies, business owners, accountants, financial institutions, and other parties involved in litigation and business matters.

Authority:

Non-attorney staff are prohibited by the ABA’s rules of Professional Conduct and State Bar Association rules from practicing law. All work performed by the Paralegal must be in support of and under the direct supervision of an attorney. In dealing with clients, the Paralegal must be careful not to inadvertently slip into the unlawful practice of law. This would include answering client questions about what will happen in their case or recommending that a client undertake a certain course of action during their case.

In litigation and corporate matters, the Litigation / Corporate Paralegal may communicate regarding case status, scheduling, document collection, discovery coordination, filing requirements, transaction status, and administrative matters, but may not give legal advice, interpret legal rights, resolve legal disputes, advise a client regarding legal strategy, settlement decisions, contractual obligations, or recommend a course of action without attorney supervision.

Matrix of Essential Duties:

Daily

• Case Management

  • Ensure calendar deadlines and case milestones are added to the Firm’s Master Calendar and the Case Management System to ensure no deadlines are missed and cases move forward; including contract deadlines, due diligence periods, financing deadlines, closing dates, recording deadlines, and post-closing follow-up dates
  • Identify and resolve calendar scheduling conflicts
  • Review upcoming daily, weekly, and monthly appointments, and tasks to prioritize workload
  • Triage client communications to follow up via phone and email as required
  • Maintain accurate client records in the Case Management System
  • Maintain physical and electronic client case files

• Perform litigation and corporate paralegal work

  • Organize, sort, and summarize case information and files including pleadings, discovery materials, contracts, corporate records, correspondence, financial records, and supporting documentation
  • Draft letters/reports/documents including engagement letters, pleadings, discovery requests and responses, subpoenas, corporate documents, contracts, attorney correspondence, and case management documents
  • Request documents from others, including clients, opposing counsel, experts, accountants, courts, government agencies, vendors, and other third parties
  • Prepare legal documents for hearings, mediations, depositions, filings, business transactions, and document execution
  • Prepare, review, and organize pleadings, discovery, contracts, corporate records, entity filings, transaction documents, and supporting materials for attorney review
  • Coordinate logistics with attorneys, clients, courts, opposing counsel, experts, vendors, and other parties
  • Assist with discovery management, document production, due diligence reviews, and case preparation
  • Track and help resolve outstanding case, discovery, filing, compliance, and transaction items under attorney supervision
  • Assist with trial preparation, hearing preparation, mediation preparation, entity maintenance, transaction closing binders, and file closing procedures
  • Contemporaneously enter billable time into the Case Management System

Weekly

• Meet with Attorneys and legal team for case status updates
• Provide client updates regarding case status, transaction status, outstanding items, and upcoming deadlines as appropriate
• Attend Staff Meetings
• Review active matters and identify files at risk of missing deadlines or milestones

Monthly

• Attend Case Status Update Meetings and update records
• Attend Procedure Meetings
• Review open and recently completed files for missing documents, unresolved action items, and billing/time-entry completeness

As Needed

• Serves as backup to other legal/administrative support personnel
• Assist with special litigation projects, discovery projects, trial preparation, due diligence reviews, document organization projects, and file cleanup projects as assigned

Education & Experience:

• 3+ years’ experience in a law firm, preferably litigation, business law, corporate law, or transactional practice.
• Experience supporting civil litigation matters, including discovery, court filings, hearings, and trial preparation preferred.
• Experience supporting business transactions, corporate governance matters, contract administration, or entity management preferred. Experience with legal practice management systems, document management systems, and electronic filing systems preferred.

Knowledge, Skills & Abilities:

Qualities needed for the position

• Detail-Oriented
• Organized
• Follow Up
• Sound Judgment
• Deadline-driven and able to manage multiple active matters, deadlines, and priorities at the same time

Qualities/Characteristics needed for the relationships/culture Fit

• Adaptable
• Collaborative
• Initiative
• Professionalism
• Interpersonal Skills
• Comfortable communicating with clients, attorneys, courts, experts, vendors, and other outside parties in a professional and timely manner

Technical Skills Required

• Data Entry (CRM/CMS)
• Microsoft Office 365 – Outlook, Word, Excel, PowerPoint
• Basic Administrative Skills
• Time Management
• Written Communication
• Legal document preparation
• Court filing procedures, discovery management, and corporate record maintenance
• Matter calendar and deadline management
• Document management systems, case management software, and electronic filing experience preferred

Expected Outcomes/Key Performance Indicators (KPIs):

KPIs will be reviewed and adjusted periodically based on the needs of the Firm.

• Record a minimum of 360 billable hours in legal services each quarter (30 per week for 48 weeks per year; 1440 hours annually).
• Matter deadlines are scheduled accurately on the Firm’s Master Calendar each month.
• New matters have all required checklist items identified and tracked within the Firm’s case management system within 2 business days of file opening.
• Draft documents are prepared and ready for attorney review within established Firm timelines.
• Discovery, filing, compliance, and transaction-related action items are completed within the Firm’s established timelines.
• Client, court, expert, vendor, and third-party communications are acknowledged or routed within 1 business day.

Work Conditions & Physical Demands:

Work is performed in an office environment. Noise levels are typical of an office environment (e.g., phones, office equipment, light traffic, etc.).

While performing the duties of this job, an employee is required to stand, walk, bend, talk, hear, stoop, kneel, use hands and fingers to operate computers and phones, sit for long periods of time, and on occasion lift up to 20 pounds.

The position may require occasional attendance at hearings, mediations, depositions, meetings, courts, government offices, or other matter-related locations as needed.