This role supports a busy team of attorneys whose practices focus on medical malpractice defense. This Legal Assistant is responsible for managing a high-volume litigation desk, maintaining multiple calendars and deadlines, preparing and formatting legal documents, coordinating depositions/hearings/mediations/arbitrations, and ensuring timely filing and service. The ideal candidate is organized, detail-oriented, professional in all communications, and able to prioritize competing deadlines in a fast-paced environment while supporting multiple attorneys. There is a potential for 2 remote days/week once probationary period is complete.
Responsibilities
· Draft, prepare, revise, and finalize routine legal documents, pleadings, notices, correspondence, and forms (including formatting to firm and court standards)
· Schedule and coordinate depositions, hearings, mediations/arbitrations, and client/expert meetings; maintain multiple attorney calendars and ensure coverage of conflicts
· Maintain a reliable docketing/deadline system; track court-ordered deadlines and internal milestones and proactively remind attorneys of upcoming dates
· Prepare and manage filing and service through the Florida ePortal and other courts/agencies, including e-service lists and proof of service/service documentation
· Organize, track, and maintain electronic files and case materials; ensure accurate naming conventions and version control
· Assist with exhibits and witness lists as requested
· Review and implement judges’ procedures and preferences and maintain court contact information and requirements
· Communicate professionally with clients, opposing counsel/parties, expert witnesses, court staff, and outside vendors; relay messages and maintain clear documentation of communications
· Open new matters, assist with conflicts/intake information as needed, and support billing/time-entry and expense documentation per firm procedures
Qualifications
· Minimum 5 years of legal assistant experience in litigation (Florida experience preferred); medical malpractice defense experience strongly preferred
· Demonstrated ability to manage a high-volume desk with multiple attorneys, competing deadlines, and frequent schedule changes
· Excellent written and verbal communication skills; professional phone and email etiquette
· Strong proofreading, attention to detail, and quick, accurate typing skills
· Proficiency with Microsoft Word and Outlook and Adobe Acrobat; working knowledge of Excel preferred
· Experience with e-filing/e-service (Florida ePortal and/or comparable systems) and document formatting for court filings
· Outstanding organizational skills and the ability to prioritize, take initiative, and follow through with minimal supervision
· Education: Associate’s degree and/or Bachelor’s degree preferred (or equivalent experience)
Preferred Skills/Experience
· Pre-suit experience (helpful but not required)
· Experience coordinating expert witnesses (retention letters, scheduling, records transmission, invoicing support)
· Familiarity with medical records organization and indexing (chronologies, Bates labeling support)
· Ability to work independently while collaborating effectively as part of a team
· Comfortable learning new systems and procedures and adapting quickly to changing priorities
Pay: $55,000.00 - $70,000.00 per year
Benefits:
- 401(k)
- AD&D insurance
- Dental insurance
- Disability insurance
- Employee assistance program
- Health insurance
- Health savings account
- Life insurance
- Paid time off
- Profit sharing
- Vision insurance
- Work from home
Work Location: Hybrid remote in Tampa, FL 33602
