[Hiring] Bilingual Personal Injury Litigation Assistant @The Ward Law Group, PL

Role Description

The Litigation Assistant plays a critical role in supporting attorneys throughout the litigation process within the firm’s personal injury practice. This position is responsible for managing litigation workflows, maintaining organized case files, coordinating deadlines, preparing legal documents, and ensuring timely communication with clients, courts, opposing counsel, and vendors.

This role is ideal for a highly organized, detail-oriented professional who thrives in a fast-paced environment, can manage multiple priorities simultaneously, and takes ownership of delivering accurate and timely work product. The Litigation Assistant must be comfortable handling high-volume litigation support responsibilities while maintaining strong communication, accountability, and client service standards.

Key Responsibilities

• Litigation Support & Case Management
  • Organize, maintain, and update electronic case files and litigation documentation
  • Ensure all documents are properly named, saved, and filed within the case management system
  • Maintain accurate and up-to-date case information, deadlines, and litigation activity
  • Support attorneys throughout all phases of litigation preparation and case progression
• Drafting & Legal Document Preparation
  • Prepare, draft, review, and electronically file litigation documents, including:
    • Complaints
    • Summonses
    • Discovery requests and responses
    • Notices
    • Subpoenas
    • Motions and related pleadings
  • Ensure all filings comply with court rules, formatting requirements, and filing deadlines
  • Coordinate service of process and track responses, objections, and deadlines
• Discovery & Litigation Coordination
  • Assist with the organization, review, and management of discovery materials and exhibits
  • Coordinate discovery-related communication with attorneys, clients, opposing counsel, and vendors
  • Prepare materials and documentation for depositions, mediations, hearings, and trial preparation
  • Schedule depositions, mediations, CMEs, hearings, and related litigation events
  • Coordinate with court reporters, interpreters, clients, and opposing counsel regarding scheduling logistics
  • Distribute calendar invitations, Zoom links, and related scheduling communications
• Calendar & Deadline Management
  • Maintain and monitor litigation calendars, court deadlines, and scheduling requirements
  • Track deadlines related to:
    • Discovery
    • Depositions
    • Hearings
    • Mediations
    • Trial preparation
    • Court filings
  • Proactively communicate upcoming deadlines and scheduling updates to attorneys and team members
• Client Communication & Administrative Support
  • Communicate professionally with clients regarding case status, litigation requirements, and scheduling matters
  • Return client communications in a timely and professional manner
  • Assist with gathering and verifying client information and documentation
  • Maintain professional communication with judicial assistants, court personnel, opposing counsel, and vendors
• Operational & Administrative Responsibilities
  • Save and organize court filings, pleadings, notices, and litigation correspondence
  • Process litigation-related invoices and expenses as assigned
  • Assist with maintaining accurate records within Litify and other case management platforms
  • Support department organization, workflow efficiency, and overall litigation operations

Qualifications

• Previous experience as a Legal Assistant or Paralegal within Personal Injury litigation
• Experience drafting, preparing, and e-filing:
  • Complaints
  • Summonses
  • Discovery documents
  • Litigation pleadings
• Experience scheduling depositions, mediations, or other litigation-related events
• Fluency in both English and Spanish
• Strong organizational skills and attention to detail
• Ability to manage multiple deadlines and priorities in a fast-paced environment
• Strong written and verbal communication skills
• Proficiency with Microsoft Office and legal case management systems
• Ability to work collaboratively within a team-oriented environment
• Reliable attendance, professionalism, and accountability

Preferred Qualifications

• Experience using Litify (Salesforce) and/or Filevine
• Experience with Florida state court e-filing systems

Additional Information

• Equipment Requirements:
  • Computer:
    • Windows: Windows 10, Intel i5 (8th Gen+) or 2GHz and 8 cores, 16 GB RAM, 256 GB SSD
    • Mac: macOS 11 (Big Sur+), Apple M1 or Intel i5, 8 GB RAM, 256 GB SSD
  • Internet:
    • Connection: Wired Ethernet preferred; 5 GHz Wi-Fi acceptable
    • Internet Speed: 30 Mbps download, 15 Mbps upload
    • Latency (Ping): Under 100ms
  • USB noise-cancelling headset
  • Webcam for daily meetings
• Work Environment:
  • Fast-paced, litigation-focused environment with high accountability standards
  • Collaborative team setting with a strong emphasis on organization, responsiveness, and client service
  • Requires the ability to prioritize competing deadlines and adapt to changing case demands