Legal Administrative Assistant

About the Position

School Liability Expert Group is seeking a highly organized, professional, and dependable Legal Administrative Assistant to join our team. This is a full-time position with a consistent hybrid schedule: Monday through Thursday in our Lambertville, New Jersey office, with the option to work remotely on Fridays.

Our firm operates with a hybrid team, with team members working both from our Lambertville office and remotely from other areas of the country. This position works closely with colleagues, experts, and other professionals in multiple locations, so strong communication, responsiveness, and the ability to collaborate effectively with both in-office and remote team members are important to the role.

This position plays an important role in the day-to-day operation of our firm and serves as a primary point of contact for attorneys and prospective clients. Responsibilities include administrative and case-management support, client intake and engagement, maintaining case information and deadlines, coordinating expert scheduling, and helping ensure that the office and active matters remain organized and up to date.

The ideal candidate is detail-oriented, comfortable communicating with attorneys and other professionals, able to manage multiple priorities, and confident working independently in a deadline-driven professional environment.

Primary Responsibilities

• Answer incoming telephone calls and client emails, respond professionally to inquiries, and direct calls and messages to the appropriate team member.
• Serve as a professional first point of contact for prospective clients, attorneys, and visitors to the firm.
• Assist with prospective-client intake, including gathering matter information, scheduling initial calls, and maintaining intake records.
• Prepare and send engagement agreements and related correspondence using established firm procedures and templates.
• Open new matters and maintain accurate client and case information in the firm’s case-management system.
• Maintain case notes and ensure relevant communications and information are properly saved to each matter.
• Monitor active matters and maintain information regarding litigation deadlines, expert report deadlines, depositions, trials, and other important dates.
• Communicate with attorneys and their staff to confirm deadlines, case status, depositions, trials, and scheduling information.
• Coordinate expert calendars and assist with scheduling client calls, depositions, testimony, and other case-related events.
• Maintain the firm’s active-case list and assist in preparing information and agendas for weekly staff meetings.
• Assist with expert travel arrangements when necessary.
• Receive, organize, save, and appropriately catalogue client documents received electronically or in hard copy.
• Assist with the preparation and organization of case materials and other administrative components of the firm’s expert-review process.
• Process incoming mail, payments, correspondence, and document deliveries.
• Assist with closing matters and communications regarding document retention and disposition.
• Maintain an organized and professional front office, conference room, kitchen, and common areas.
• Monitor and order office and kitchen supplies as needed.
• Assist with basic office equipment and technology troubleshooting and coordinate service when necessary.
• Provide administrative support to firm leadership, experts, and other members of the team.
• Collaborate regularly with team members working remotely from different locations throughout the country.
• Perform other administrative and case-support duties as needed.

Qualifications and Skills

• Excellent written and verbal communication skills.
• Strong organizational skills and exceptional attention to detail.
• Professional and confident telephone and email communication skills.
• Ability to manage multiple matters, deadlines, and priorities simultaneously.
• Strong time-management skills and ability to work independently.
• Ability to exercise good judgment and recognize when an issue should be escalated.
• Comfortable working in a fast-paced, deadline-driven professional environment.
• Ability to communicate and collaborate effectively with a hybrid team, including colleagues working remotely in different locations.
• Strong computer and technology skills, including proficiency with Google Workspace and document-management systems.
• Ability to le…