FL-DEP-Office of General Counsel-Executive Assistant

Location: Florida – Onsite
Educational Qualification: High School Diploma required; Associate’s or Bachelor’s degree preferred
Position Type: Contract

Must Have Skills:

• 3–5 years of experience as a Paralegal, Legal Secretary, or Legal Assistant
• 3+ years of experience preparing legal documents, subpoenas, pleadings, and motions
• Experience preparing discovery requests
• Experience filing pleadings, motions, and other legal documents with courts or appropriate tribunals
• Experience formatting, finalizing, typing, proofreading, and filing legal documents
• Experience preparing legal correspondence and documents from attorney drafts and templates
• Experience scheduling hearings, trials, and depositions
• Experience maintaining and managing attorney case files
• Experience supporting multiple attorneys, preferably 3–4 attorneys
• 2+ years of experience managing attorney or executive calendars
• Experience coordinating with judicial assistants, court personnel, and court reporters
• Experience arranging service of legal documents
• 1+ year of experience coordinating travel arrangements
• 3+ years of proficiency with Microsoft Word, Outlook, Excel, and PowerPoint
• Strong written and verbal English communication skills
• Ability to work onsite in a professional office environment

Desired Skills:

• Experience working with the Florida court system
• Knowledge of Florida court procedures and general court processes
• Experience with Florida court filings/e-filing
• Previous experience in a law firm, government legal department, state agency, or Office of General Counsel
• Litigation support experience
• Associate’s or Bachelor’s degree
• Strong organizational and time-management skills
• Strong calendaring, scheduling, and deadline-management skills
• Experience supporting multiple attorneys and managing competing priorities

Job Responsibilities:

• Provide legal secretarial and administrative support to assigned attorneys
• Support approximately 3–4 attorneys with daily legal and administrative activities
• Format, finalize, type, proofread, and file legal documents
• Prepare letters, correspondence, and legal documents from attorney drafts and templates
• Prepare subpoenas, discovery requests, pleadings, motions, and other legal documents
• File pleadings and motions with appropriate courts and tribunals
• Serve legal documents or coordinate the service of legal documents
• Communicate with judicial assistants, court personnel, attorneys, and other relevant parties
• Maintain organized and accurate attorney case files
• Manage attorney calendars, appointments, deadlines, and schedules
• Schedule hearings, trials, depositions, and related facilities
• Retain and schedule court reporters and obtain transcripts as required
• Perform general administrative duties, including answering phone calls and coordinating travel
• Create and edit documents using Microsoft Word, Outlook, Excel, and PowerPoint
• Close and archive case files when matters are completed
• Provide general office management and administrative support as needed