Legal Administrative Assistant

At Jones Walker, we are driven by an entrepreneurial spirit, a deep sense of community, and a fierce determination to deliver exceptional service and value for our clients. Since its inception in 1937, the Firm has pursued intelligent, client-driven growth. Today, as one of the largest law firms in the United States, we serve local, regional, national, and international business interests in a wide range of markets and industries.

We are seeking a proactive, highly organized Legal Administrative Assistant (LAA) to provide comprehensive support to attorneys in our Miami office. This role is ideal for someone who thrives in a fast-paced environment, is comfortable managing competing priorities, and takes ownership of assignments through completion. The successful candidate will support a busy and varied practice and must be able to anticipate attorney and client needs, monitor case activity, and help ensure nothing falls through the cracks.

Essential Job Duties

• Open, close, and maintain client files, ensuring that electronic and hard-copy files are organized, current, and maintained in accordance with Firm procedures.
• Assist with new matter intake, including conflicts checks, engagement letters, retainer agreements, matter-opening documentation, and related follow-up.
• Create, edit, revise, format, and proofread pleadings, motions, discovery, correspondence, reports, and other legal documents for accuracy, consistency, grammar, formatting, and completeness.
• Prepare and file documents in state and federal courts using applicable electronic filing systems, including CM/ECF.
• Monitor court filings, notices, pleadings, correspondence, and case activity to identify deadlines and required follow-up.
• Download, save, organize, and appropriately circulate filed documents and court notices, ensuring that related deadlines and action items are calendared.
• Maintain attorney calendars, including deadlines, hearings, depositions, trial dates, scheduling-order requirements, meetings, and other critical dates.
• Apply relevant state and federal court rules when calculating and calendaring deadlines, including the ability to learn and follow jurisdiction-specific requirements.
• Provide timely reminders, track outstanding items, and follow up as necessary to keep matters and deadlines on track.
• Coordinate depositions, hearings, mediations, trials, meetings, and related logistics.
• Support document productions and trial preparation, including organizing exhibits, preparing binders, coordinating materials, and assisting with electronic document-sharing or production platforms.
• Organize and manage large volumes of electronic documents, email correspondence, and other case-related materials.
• Maintain attorney and client contact information in the Firm's contact-management system.
• Open, review, distribute, and follow up on incoming mail and electronic communications.
• Maintain attorney time records as needed and support billing and e-billing activities, including invoice preparation, submission, and follow-up.
• Prepare expense reports, reimbursements, and client-related administrative materials.
• Answer and direct telephone calls, take messages, and communicate professionally with clients, courts, opposing counsel, experts, vendors, and Firm personnel.
• Coordinate with attorneys, paralegals, LAAs, and other business professionals to ensure accurate and timely completion of assignments.
• Use available technology and Firm resources effectively, including secure file-sharing, document-management, electronic-filing, and litigation-support platforms.
• Handle confidential and sensitive information with discretion and professionalism.
• Demonstrate reasonable flexibility when an urgent filing, client deadline, or trial requires support outside regular business hours.
• Perform other duties and assist with practice-related administrative projects as assigned.