Legal Administrative Assistant

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This position will support the litigation and other attorneys and paralegals in the Office of General Counsel, Legal Department located in St. Petersburg, Florida. This position requires a minimum of two years of legal administrative and/or paralegal-related experience. Must possess the ability to multitask and stay flexible in a fast-paced environment while working as part of a team with attorneys and paralegals.

Responsibilities & Duties:

• Coordinate and respond to court subpoenas, including tracking deadlines, facilitating internal document collection, and assisting with preparation of responses.

• Coordinate internal document collection efforts in response to discovery, subpoenas, and litigation needs, including communication with business units and preservation of records.

• Review and monitor court dockets to track case developments, filings, and deadlines.

• Contact courts, clerks' offices, and other external entities as needed to obtain information, confirm filings, and resolve procedural issues.

• Assist with case management plan tracking and calendaring to ensure compliance with court scheduling orders.

• Schedule and coordinate hearings, depositions, mediations, and other litigation-related events, including confirming availability of counsel, parties, witnesses, and court reporters, and ensuring all deadlines and logistical requirements are met.

• Edit, using Word or other Microsoft products, and proofread correspondence, presentations, pleadings, settlement agreements, cover letters and other litigation related documents in an accurate, complete, and timely manner.

• Assist paralegals and attorneys on review, proofreading, cite and quality checking litigation pleadings and exhibits, before filing with the courts.

• Make required filings using appropriate court e-filing system and in person.

• Screen and prioritize phone messages, email and other correspondence; respond to calls and emails with little direction or supervision required.

• Maintain attorney calendars and track litigation docket deadlines using Outlook and SharePoint; schedule calendar appointments, internal/external meetings; make decisions on priority and change calendars; arrange and coordinate all business travel, luncheons and/or dinner logistics.

• Assist paralegals with development and maintenance of SharePoint sites, including SharePoint Workflows, and SFTP sites or other electronic media, as needed.

• Respond to inquiries in a respectful and professional manner from officers, management, other employees and external sources regarding a variety of legal questions and other matters and determines what, how and to whom information is to be communicated with little direction or supervision required.

• Handle information of a highly confidential nature and maintains confidentiality.

• Serve as the process owner for matter management, hard-copy files, databases, document management systems, and specialized computer software systems.

• Perform routine administrative duties such as copying, scanning, filing, creating and maintaining electronic and paper files, and preparing mailings, including overnight and certified mailings for service of process requirements.

• Working knowledge of computer applications such as Microsoft Office 365 products such as Teams, Outlook, Word, Excel, and PowerPoint.

• Prepare expense reports and handle logistics.

• Initiate and complete assigned projects as instructed and with a sense of urgency.

Basic Qualifications:

• High school/GED AND two (2) years minimum of related work experience

Key Skills and Experience:

• Two plus years of litigation / legal administrative and/or paralegal-related experience or related experience of a technical and responsible nature and proficiency with legal terminology.

Desired Qualifications:

• Familiarity with the Florida court system and litigation procedures, including filing requirements, motions, responses, discovery and other applicable court deadlines.

• 5 or more years related experience as a legal administrative assistant and/or paralegal, supporting a litigation practice in a law firm, in-house corporate legal department or governmental agency.

• Associate's or Bachelor's degree.

• Experience supporting three or more attorneys and/or paralegals.

• Regulated industry or utility experience.

• Working knowledge of computer applications such as, Oracle expense reporting, Passport matter management, SharePoint, iManage and performing internet research.

• Demonstrated clear, concise, and effective written and oral communications skills, including an emphasis on grammar and formatting.

• Demonstrated ability to prioritize, organize, and coordinate work while being proactive, taking initiative, and exhibiting sound judgment.

• Attention to detail, accuracy, and flexibility in handling multiple tasks, often under time constraints while taking direction from multiple attorneys, paralegals and/or clients.

• Demonstrated ability to appropriately handle highly confidential and proprietary information.

• Demonstrated problem solving, decision making and analytical skills.

• Holds oneself accountable for complete, accurate, and timely work results, both independently and as part of a team.

• Exercises professional judgment, integrity, respect, and professionalism.

Working Conditions

• Hybrid mobility classification - work will be performed from both remote and onsite locations after the onboarding period. However, hybrid employees should live within a reasonable commute to the posted reporting location.

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