About this role
Responsibilities
- Prepare and distribute daily lists of calendared deadlines and upcoming due dates for the litigation team
- Calendar follow-up tasks on various matters and ensure assigned tasks are tracked through completion
- Maintain trial schedules for the team, including monitoring trials and significant case events for the next two years
- Assist with developing and maintaining matter-specific task lists and workflows
- Assist with opening new matters and ensuring required information and documentation are entered accurately
- Assign teams and establish appropriate tasks when new matters are opened
- Assist with closing matters and ensuring required closing procedures are completed
- Maintain accurate case lists for individual team members and the litigation group
- Assist with establishing new-matter procedures and checklists for attorneys and paralegals
- Help create and maintain client-specific guidelines, templates, and workflows, recognizing that requirements may vary by client
- Provide day-to-day administrative support to the litigation group
- Maintain team lists, forms, resources, and other administrative materials
- Assist with team purchases and other administrative requests
- Coordinate and maintain group-related records and information
- Assist with vendor invoices and other routine financial or administrative items
- Assist with year-end collections activities as needed
- Assist with client holiday gifts and other client-related administrative projects
- Assist with TIDA events and other client outings or events as needed
- Assist with maintaining attorney CLE records and requirements
- Monitor bar and CLE renewal requirements for attorneys across applicable states
- Assist attorneys with tracking CLE hours, renewals, registrations, and related documentation
- Maintain organized records to support timely completion of bar and CLE requirements
- Assist with administrative aspects of mediation preparation and coordination
- Coordinate mediation invoices and payments
- Send mediation Zoom/virtual meeting links and other logistical information
- Distribute mediation reports and related materials as needed
- Follow up with attorneys and team members to ensure mediation-related tasks are completed timely
- Assist with maintaining organized electronic case files and shared drives
- Monitor the G: drive for older files and assist with the appropriate transfer of materials to iManage
- Assist with periodic file purging and document organization projects
- Ensure files and administrative records are maintained in accordance with firm and client requirements
Experience
- Prior experience in a litigation environment required; litigation defense experience preferred
- Experience as a litigation legal secretary, paralegal, litigation coordinator, or similar legal support role strongly preferred
- Working knowledge of the litigation process and understanding of how cases progress from inception through resolution
- Strong understanding of litigation deadlines, calendaring, and task management
- Exceptional organizational skills and attention to detail
- Ability to manage multiple matters, deadlines, and priorities simultaneously
- Strong follow-up skills and the ability to consistently track outstanding items through completion
- Comfortable holding attorneys, paralegals, and other team members accountable for deadlines and assigned tasks in a professional manner
- Ability to anticipate needs, identify potential issues, and proactively communicate with the team
- Strong written and verbal communication skills
- Ability to adapt quickly when priorities change
- Strong judgment and discretion when handling confidential client and firm information
- Proficiency with Microsoft Office and legal technology systems; experience with iManage and litigation-related case management systems is a plus.
- Ability to work independently while also functioning effectively as part of a collaborative litigation team
Technology
Mayer LLP has implemented the following technology platforms:
- Westlaw
- Harvey AI
- Coyote
- PointOne
- iManage
Benefits
- Competitive quarterly bonus plan based on monthly billables - ability to earn an additional $52k annually
- Full suite of health/dental/vision benefits that go into effect the 1st of the month after an employee starts with the firm
- 10 company holidays + 4 early release days
- Hybrid schedule (3 days/week in office, 2 days/week at home)
- 401k + firm match based on previous year revenue. In 2024 we matched up to 6%
- Employee referral bonus ($2000 - $4000)
- Annual bar dues
Compensation is commensurate with years of experience