Job Title: Legal Administrative Assistant

Department: Trial

Location: Portland, ME

Overview: Duane Morris LLP, a global law firm with 900+ attorneys in offices across the U.S. and around the world, offers innovative solutions to the legal and business challenges presented by today’s evolving global markets. 

Summary: 

The Legal Administrative Assistant provides comprehensive administrative, clerical, and operational support to attorneys, paralegals, and clients within a high‑volume foreclosure and litigation practice. This role is responsible for preparing and distributing legal documents, coordinating court filings and hearings, managing case files and calendars, and serving as a key liaison with courts, registries, vendors, building management, and internal departments. The position plays a critical role in ensuring accuracy, compliance, and timely execution of legal and administrative processes across multiple jurisdictions.

Key Responsibilities:

• Prepare, process, and distribute foreclosure and litigation documents, including court filings, cover letters, and post‑filing mailings.
• Support attorneys and paralegals with case coordination, deadline tracking, e‑filing, calendaring, and document management using Practicemaster and iManage.
• Manage high‑volume inbound and outbound mail, scanning, indexing, and distribution in paper‑heavy jurisdictions.
• Coordinate court appearances, telephonic/Zoom hearings, mediations, auctions, and auction‑related documentation.
• Act as primary point of contact with courts, registries of deeds, sheriff’s offices, vendors, and courier services.
• Handle bankruptcy notifications, PACER searches, SCRA requests, court fee inquiries, and certified document requests.
• Oversee office operations including supplies, postage meter management, courier services, conference room scheduling, and building‑related issues.
• Serve as liaison for IT support, equipment maintenance, technology upgrades, and building management matters.
• Manage invoices, filing fees, attorney reimbursements, corporate credit card activity, and check requests.
• Maintain attorney bar memberships, CLE registrations, licensing renewals, and related expense processing.
• Open and close case files, ensure proper archiving, and coordinate return of original documents to clients.
• Provide responsive support on priority deadlines, rush filings, special projects, and multi‑state operational needs.

   

   

   

  Qualifications:

• High school diploma required; 2–3 years of related administrative or legal assistant experience preferred. Experience supporting a foreclosure or litigation practice is a plus.
• Strong technical proficiency with Microsoft Word, Excel, and other job‑related software applications; ability to learn and navigate legal case management systems.
• Excellent organizational and time‑management skills, with the ability to prioritize and manage multiple tasks simultaneously in a fast‑paced, deadline‑driven environment.
• Strong written communication and proofreading skills, with attention to detail and accuracy in grammar, spelling, and formatting.
• Effective interpersonal and communication skills, with the ability to interact professionally with attorneys, staff, clients, courts, and external vendors in person, by phone, and via email.
• Ability to follow instructions from multiple attorneys and staff members while exercising sound judgment, professionalism, and tact.
• Demonstrated ability to maintain strict confidentiality and discretion when handling sensitive legal and client information.

Benefits:

• Comprehensive healthcare, dental, vision, and prescription plans.
• Commuter, HSA and FSA spending accounts
• Short-term and long-term disability and life insurance coverage
• 401k and Pension Plan
• 22 PTO days, 11 paid holidays
• Employee Referral Bonus ($3,000.00)

Accommodation Statement:   If you need assistance and/or a reasonable accommodation due to a disability during the application or the recruiting process, please contact Nate Maxwell at 215-979-1000.

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Disclaimer: The above is intended to describe the general content of and requirements for the performance of this job.  It is not a contract or employment agreement and is not to be construed as an exhaustive statement of all functions, responsibilities or requirements.  In addition, Duane Morris reserves the right to amend, suspend or terminate any benefit plan, in whole or in part, at any time. The authority to make such changes rests with the Plan Administrator