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

Role Description

As a Virtual Assistant, you will work remotely from home as an independent contractor (health care benefits and paid time off is not provided). Full-time availability is required for a 40-hour workweek with two days off. Depending on business needs, one weekend day may be included in your schedule.

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
• 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