Trial Team Legal Assistant

Ascension Global Staffing & Executive Search is seeking a detail-oriented and organized Trial Team Legal Assistant (LA) to provide comprehensive support to our client's litigation team.

This role is critical in ensuring all federal and state court filings are accurate and timely, coordinating trial preparation, and maintaining seamless communication with all parties involved.

Key Responsibilities:

Case Setup & Initial Entry:

• Assist the Billing Department with opening cases in CP (case management system), including case name, number, and billing contact.

• Input additional case information such as adjuster, claim number, case style, opposing counsel, court reporter assignments, and initial deadlines.

Court Filings:

• File pleadings in both federal and state courts.

• For federal cases, manage:

  • Filing Notice of Appearance for all attorneys on the trial team.

  • First e-filing and system setup for all attorneys.

  • Filing the answer to the plaintiff’s complaint and ensuring all attorneys are properly registered to receive court notices.

  • Onboarding of newly assigned attorneys to the case and the e-filing system.

Scheduling & Coordination:

• Schedule and file/serve:

  • Hearings, depositions, IMEs, appointments, etc.

  • Prepare and confirm all related documentation including notices, correspondence, and subpoenas.

• Communicate confirmations or cancellations with all parties via email and update CP with reasons for cancellations.

Mail & Documentation Management:

• Review and name all incoming scanned mail in CP.

• Identify and annotate important documents, especially Trial Orders with deadline dates.

Deposition & IME Management:

• Schedule the plaintiff’s deposition and any necessary updates.

• Prepare confirmation letters and handle payments to IME physicians.

• Prepare all deposition notices, hearing notices, and subpoenas.

Trial Preparation:

• Diary all deadlines outlined in the Trial Order.

• Provide trial order deadlines to assigned paralegals.

• Schedule pre-trial team meetings (75 and 30 days prior to the trial docket).

• Coordinate exhibit exchanges with opposing counsel and notify paralegals.

• Submit pleadings to Office Services for indexing 15 days prior to trial.

• Reserve and update court reporter arrangements as needed.

• Reserve internal conference rooms for depositions, mediations, and meetings.

Qualifications:

• Minimum 3 years of litigation or legal assistant experience, preferably with trial experience.

• Strong knowledge of federal and state court procedures and e-filing systems.

• Exceptional organizational and communication skills.

• Proficient in case management software (e.g., CP), MS Office Suite.

• Ability to work under pressure and manage multiple priorities effectively.