Jr. Litigation Group Coordinator

Responsibilities
Prepare and distribute daily lists of calendared deadlines and upcoming due dates for the litigation team Calendar follow-up tasks on various matters and ensure assigned tasks are tracked through completion Maintain trial schedules for the team, including monitoring trials and significant case events for the next two years Assist with developing and maintaining matter-specific task lists and workflows Assist with opening new matters and ensuring required information and documentation are entered accurately Assign teams and establish appropriate tasks when new matters are opened Assist with closing matters and ensuring required closing procedures are completed Maintain accurate case lists for individual team members and the litigation group Assist with establishing new-matter procedures and checklists for attorneys and paralegals Help create and maintain client-specific guidelines, templates, and workflows, recognizing that requirements may vary by client Provide day-to-day administrative support to the litigation group Maintain team lists, forms, resources, and other administrative materials Assist with team purchases and other administrative requests Coordinate and maintain group-related records and information Assist with vendor invoices and other routine financial or administrative items Assist with year-end collections activities as needed Assist with client holiday gifts and other client-related administrative projects Assist with TIDA events and other client outings or events as needed Assist with maintaining attorney CLE records and requirements Monitor bar and CLE renewal requirements for attorneys across applicable states Assist attorneys with tracking CLE hours, renewals, registrations, and related documentation Maintain organized records to support timely completion of bar and CLE requirements Assist with administrative aspects of mediation preparation and coordination Coordinate mediation invoices and payments Send mediation Zoom/virtual meeting links and other logistical information Distribute mediation reports and related materials as needed Follow up with attorneys and team members to ensure mediation-related tasks are completed timely Assist with maintaining organized electronic case files and shared drives Monitor the G: drive for older files and assist with the appropriate transfer of materials to iManage Assist with periodic file purging and document organization projects Ensure files and administrative records are maintained in accordance with firm and client requirements

Experience
Prior experience in a litigation environment required; litigation defense experience preferred Experience as a litigation legal secretary, paralegal, litigation coordinator, or similar legal support role strongly preferred Working knowledge of the litigation process and understanding of how cases progress from inception through resolution Strong understanding of litigation deadlines, calendaring, and task management Exceptional organizational skills and attention to detail Ability to manage multiple matters, deadlines, and priorities simultaneously Strong follow-up skills and the ability to consistently track outstanding items through completion Comfortable holding attorneys, paralegals, and other team members accountable for deadlines and assigned tasks in a professional manner Ability to anticipate needs, identify potential issues, and proactively communicate with the team Strong written and verbal communication skills Ability to adapt quickly when priorities change Strong judgment and discretion when handling confidential client and firm information Proficiency with Microsoft Office and legal technology systems; experience with iManage and litigation-related case management systems is a plus. Ability to work independently while also functioning effectively as part of a collaborative litigation team

Technology
Mayer LLP has implemented the following technology platforms: Westlaw Harvey AI Coyote PointOne iManage

Benefits
Competitive quarterly bonus plan based on monthly billables - ability to earn an additional $52k annually Full suite of health/dental/vision benefits that go into effect the 1st of the month after an employee starts with the firm 10 company holidays + 4 early release days Hybrid schedule (3 days/week in office, 2 days/week at home) 401k + firm match based on previous year revenue. In 2024 we matched up to 6% Employee referral bonus ($2000 - $4000) Annual bar dues