Administrative Assistant

We are seeking a detail-oriented and proactive Administrative Assistant to support our Florida team with electronic document processing and general administrative functions. This role is primarily focused on document management and e-filing, while also providing as-needed administrative and operational support to Legal Assistants, Paralegals, and office operations to ensure continuity of workflow during high-volume periods. This role will be in office 5x a week.

Responsibilities

• Process incoming electronic documents and mail by downloading, renaming, and saving them to the correct iManage matter and subfolder
• Review legal and administrative materials to determine appropriate filing locations
• Distribute incoming electronic mail and documents to assigned attorneys
• Ensure documents are filed promptly and are accessible where and when they are needed
• Maintain electronic files, ensuring they are consistently updated and well organized
• Draft response documents for attorney review and completion, following established firm formatting standards (discovery shells, etc) on a supplemental basis, provide general administrative support to Legal Assistants and Paralegals, including backup calendaring support when needed and subpoena follow ups with providers.
• Assist with case-related administrative tasks during high-volume periods
• Support office operations by packaging and shipping mail and checks as needed as well as printing and filing jobsProvide limited facilities support as needed to maintain smooth day-to-day operations
• Identify and flag discrepancies in captions, service lists, or filed documents for attorney review

Qualifications

• Experience with state, federal, and Virgin Islands filings is a plus
• Proficiency in Microsoft Office Suite, particularly Word, Excel, and Outlook (iManage experience is a plus)
• Experience drafting or reviewing legal documents
• Strong organizational skills and meticulous attention to detail
• Ability to manage time effectively and deliver high-quality work
• Proven discretion with confidential information
• Self-starter with the ability to work both independently and collaboratively
• Resourceful, proactive, and capable of anticipating needs and solving problems
• Strong communication skills, both written and verbal
• Openness to feedback and a willingness to continue learning and growing in the role

FLSA: Non-Exempt

Please let us know if you require any additional support or adjustments to be made in order to submit your application to Kennedys. 

*where a level of experience is indicated, this is a guideline only and represents the amount of time we would usually expect a candidate to accumulate the requisite level of experience. This does not preclude applications from candidates with more or less experience.

About Kennedys

Kennedys is a global law firm with expertise in dispute resolution and advisory services. With over 3,000 people in 45 offices across 18 countries around the world we have some of the most respected legal minds in their field.

Our lawyers handle both contentious and non-contentious matters, and provide a range of specialist legal services, for many industry sectors but we have particular expertise in litigation and dispute resolution, especially in defending insurance and liability claims.

We're a fresh-thinking firm, and we're not afraid to bring challenging new perspectives to the table way beyond the traditional realm of legal services. We empower our clients with a diverse range of ideas, tools and technology to make their lives easier, as well as delivering exceptional results, every time.

What do we have to offer?

We welcome high-performing lawyers, business services professionals, secretaries, graduates and apprentices to join our rapidly expanding global firm. Whatever your role at Kennedys, you'll be involved in exciting and stimulating work, where your input will make a difference.

Our culture and values form a big part of who we are and we take them seriously. We make a difference by being approachable, straightforward, supportive, distinctive and ambitious. Our values are at the core of who we are and what make us a great firm to work with and for.

The Firm recognises the value of investing in our people's development and believes our culture and values contribute to the quality of our work and of our client relationships. With a culture of on-the-job and experiential learning, peer to peer learning, mentoring, resources and tools that enable you to drive your career, we can support your development in your current and future roles.  A variety of other opportunities are available including secondments to clients and our global offices.

We strive to celebrate diversity, empower our people and ensure everyone can bring their authentic selves to work.  We've created a culture based on client service, professional excellence, hard work and trust, where diversity, equity and inclusion (DE&I) is a key priority.  We recognise that many of our people want to work for an employer that is aligned to their values, which is why we are building an inclusive culture, decarbonising our operations and supporting our people to thrive at work.  Our people are the key to driving this change and helping us to make a difference to our clients, our people and the communities in which we live and work.

Kennedys is an equal opportunities employer and is committed to ensuring our recruitment processes are as inclusive as possible. We expect all employees to be aware of and comply with all relevant policies and procedures within their jurisdiction, including those relating to Information Security, Data Protection and Quality Management, refer any breach promptly to Risk & Compliance and to complete all mandatory training when requested.