Litigation Legal Secretary

Greenbaum Rowe Smith & Davis, LLP • Full-time • Red Bank, New Jersey, United States • $70k - $73k / year • 1h ago

Position Overview: Greenbaum Law is seeking an experienced, detail-oriented Litigation Administrative Assistant for our Red Bank, New Jersey office. This role supports attorneys handling civil litigation matters involving commercial litigation, construction, real estate, and redevelopment.

Candidates must have hands-on experience with New Jersey and New York state court e-filing systems and federal court electronic filing procedures. Strong proficiency in drafting, formatting, and managing litigation documents, independently generating Tables of Contents (TOCs) and Tables of Authorities (TOAs), and coordinating litigation support activities with accuracy and professionalism is required. Familiarity with AIA software and forms is a plus.

The anticipated annual base salary range is $70,000–$73,000, commensurate with experience and qualifications. A competitive benefits package is also offered.

Essential Duties and Responsibilities:

Document Preparation and E-Filing

Draft, format, proofread, and revise pleadings, motions, briefs, certifications, subpoenas, discovery documents, lien filings, and legal correspondence.
Independently prepare accurate, complex Tables of Contents (TOCs) and Tables of Authorities (TOAs).
Manage electronic filing and service through New Jersey eCourts, New York State Courts Electronic Filing (NYSCEF), and federal CM/ECF systems.
Ensure compliance with applicable court rules, filing procedures, formatting requirements, and deadlines.

Litigation and Trial Support

Prepare materials for depositions, mediations, arbitrations, hearings, and trials, including exhibits and trial binders.
Organize, index, and track discovery materials and document productions.
Coordinate depositions, client meetings, site inspections, mediations, and court appearances.
Maintain case files, attorney calendars, docket deadlines, and litigation schedules.

Client Intake and Communication

Open new matters, initiate conflict checks, prepare intake documentation, and draft retainer letters as directed.
Manage incoming calls and inquiries, accurately relay messages, and communicate professionally with clients, opposing counsel, court personnel, and vendors.
Maintain strict confidentiality and adhere to professional and ethical standards.

Practice Operations and Administrative Support

Open, maintain, and close client files in accordance with firm procedures.
Assist with billing, timekeeping, expense reimbursements, and related administrative tasks.
Manage departmental correspondence and provide cross-coverage to other practice groups as needed.
Prioritize competing assignments, anticipate attorney needs, and meet deadlines in a fast-paced environment.

Knowledge, Skills, and Abilities

Strong knowledge of legal terminology, litigation procedures, and document preparation.
Excellent proofreading, written and verbal communication, organizational, and time-management skills.
Ability to work independently, exercise sound judgment, and collaborate effectively.
Demonstrated professionalism, discretion, attention to detail, and commitment to confidentiality.

Required Technology and Software Proficiency

Advanced proficiency in Microsoft Word and Outlook.
Hands-on experience with New Jersey and New York state court e-filing systems and federal CM/ECF.
Demonstrated ability to independently generate and format TOCs and TOAs using document-processing and automation tools.
Working knowledge of document management, billing, and timekeeping systems.
Familiarity with commercial real estate litigation is strongly preferred. Knowledge of AIA software, forms, or construction contract documentation is a plus.

Education and Experience Requirements

High school diploma or equivalent required; additional education or legal administrative training preferred.
At least three (3) years of litigation administrative or legal assistant experience, in a New Jersey law firm.
Demonstrated experience supporting civil litigation attorneys, preparing legal documents, and managing court filings.
Active Notary Public commission preferred, or willingness and eligibility to obtain one.
Employment is contingent upon successful completion of the firm's standard background screening.

Work Environment: This is a full-time, on-site position in Greenbaum Law's Red Bank, New Jersey office. Candidates must be comfortable working collaboratively with attorneys and administrative colleagues while managing time-sensitive assignments and litigation deadlines.

How to Apply Qualified candidates should submit a resume and a brief summary of relevant experience to HR@greenbaumlaw.com, using LLSRBNJ as the subject line. Employment is contingent upon successful completion of a standard background screening.