Legal Specialist (Virtual Assistant)

Position Overview

The Legal Assistant in the Arbitration Department plays a key role in managing the Firm’s arbitration matters. This is the primary person responsible for building relationships with the Firm’s clientele and acts as the Team’s point of contact with the clients. The Legal Assistant is also responsible for managing Employer Records, including requesting, processing, and organizing the records. The role also involves assisting with discovery preparation, letter drafting, arbitration demand preparation, and supporting the Team in arbitrator selection. Strong organizational skills and attention to detail are essential. This person ensures cases are organized, deadlines and hearings are tracked and communicated, service lists are accurate.

Key Responsibilities

• Serves as the Team’s primary point of contact with clients.
• Build and maintain rapport with clients, guiding them along the process and providing constant updates.
• Call clients to retrieve employment details, claims details and history, and responses to discovery requests.
• Request employer records, track responses, organize records upon receipt.
• Manage and track arbitration matters, ensuring accurate case records and documentation.
• Monitor case progress, deadlines, and key milestones across arbitration proceedings.
• Maintain calendars for hearings, filings, and briefing schedules.
• Coordinate discovery intake, deadlines, and response preparation.
• Assist in preparation of discovery responses.
• Manage service lists and ensure proper distribution of arbitration-related documents.
• Prepare, review, and file arbitration demands in accordance with governing agreements and rules.

Required Qualifications

• Bachelor’s degree from an accredited four-year institution or equivalent relevant work experience required.
• 2+ years of experience in a law firm or legal environment, preferably supporting litigation or arbitration matters.
• Experience with extensive client communication.
• Experience with case management, calendaring, and deadline tracking.
• Ability to manage multiple matters and deadlines in a fast-paced environment.
• Strong organizational skills and attention to detail.
• Clear written and verbal communication skills.
• Proficiency with legal case management and document management systems.
• Ability to work collaboratively with attorneys, paralegals, and cross-functional teams.
• Professional judgment in handling confidential and sensitive information.