Legal Administrative Assistant – Litigation

Rubin and Rudman, LLP is seeking a Legal Administrative Assistant to perform a variety of duties for assigned attorneys in the Litigation Department. This position is responsible for managing and processing the e-billing for assigned attorneys, in addition to court filing and docketing. Click here to apply.


  • Transcribes and drafts correspondence, memoranda, pleadings, and other legal documents, including machine transcription and/ or shorthand transcription.
  • Opens new case files, including Case Memo sent to included parties; conducts conflict of interest checks; maintains all files, including periodic reviews and archiving older files; and prepares files to be closed.
  • Establishes and maintains calendar and deadline reminder systems of case deadlines and meeting and appearance schedules; utilizes master calendar system, where applicable. Using working knowledge of the court systems, completes filings, e-filing, docketing, etc.
  • Ensures that attorney time sheets and billable time entries are recorded in a timely manner; completes and proofs attorney billing, e-billing, and proformas invoices.
  • Manages the calendar for attorney(s), including attorney scheduling.
  • Processes incoming mail, including reviewing, sorting, scanning, dating, and otherwise organizing and routing it to appropriate parties; Manages outgoing mail ensuring it will be received on time, routing to specified or expedited delivery service as required and confirms delivery.
  • Maintains positive contact with clients, attorneys, and staff and observes confidentiality of attorney-client matters.
  • Completes administrative phone and email screening and messaging, where appropriate greets visitors.
  • Works closely with administrative support staff; performs additional responsibilities as assigned; works collaboratively with other staff, paralegals, and attorneys.
  • This position is full-time based on 35 hours per week, but occasionally requires additional hours per week to perform the essential duties, paid as overtime, and may require irregular hours.


  • A minimum of two years of Litigation administrative or legal experience
  • Prior e-billing experience; experience with LEDES billing and Aderant preferred.
  • Ability to organize and prioritize numerous tasks and complete them under time constraints.
  • Interpersonal skills necessary in order to communicate and follow instructions effectively from a diverse group of clients, attorneys, and staff and provide “customer service” with ordinary courtesy and tact.
  • Flexibility to accept additional duties outside of perceived job responsibilities.
  • Ability to read, write, and type in English to complete essential job functions including:
    1. Transcription of legal documents, correspondence, and reports.
    2. Minor editing for grammatical, typographical, and spelling errors.
  • Ability to perform non-complex arithmetic calculations used when verifying calculations on forms and documents.

This job description is intended to be general and will evolve over time.  The description is subject to periodic updating.  At management’s discretion, the employee may be assigned different or additional duties from time to time. Work occasionally requires more than 35 hours per week to perform the essential duties of the position.

Qualified applicants must be able to complete essential duties and responsibilities with or without reasonable accommodation(s).

Rubin and Rudman, LLP is an equal opportunity employer. All applicants will be considered for employment without attention to sex, gender identity, sexual orientation, race, color, religion, national origin, disability, protected Veteran status, age, or any other characteristic protected by applicable law.