LEGAL ASSISTANT POSITION

About the Job

This is a hybrid role that combines intake and client onboarding with the front-desk responsibilities of ensuring a warm, professional, and seamless experience for all who engage with our Firm—whether in person, by phone, or virtually, as the key first point of contact for our potential clients. This team member is also responsible for administratively supporting attorneys and paralegals with scheduling, communication, and electronic record-management office systems. This role requires someone who is tech-savvy, dependable, and comfortable working independently in a mainly remote office environment. Please send your resume, writing sample, and any additional application materials to WilsonA@AntoineLawFirm.com.

Required Qualifications

Proficiency in the language of Haitian Creole;
Extensive knowledge of Microsoft Word and Excel processing programs, including but not limited to use of mail-merge, bookmarks, table of contents, redline, comparisons, and basic excel formulas;
Extensive knowledge of Adobe Acrobat Pro (any version), including options to combine, redact, delete, separate, label, Bates stamp, and sanitize the metadata of PDF files;
Knowledge of Docusign;
Proficiency in the language of Haitian Creole;
Strong interpersonal and emotional intelligence skills;
High-level organization and attention to detail;
Professionalism in both client interaction and presentation;
Tech savvy and able to learn systems quickly;
Ability to manage multiple responsibilities calmly and efficiently;
Empathy and excellent communication skills;
Experience in the legal field, including general knowledge of legal document preparation, legal terminology, and court procedures;
Ability to work well under pressure and meet tight deadlines;
Ability to work well independently as well as effectively within a team;
Ability to manage confidential information and sensitive situations with tact and discretion;
Ability to work remotely and in-person;
Considerable oral and written communication skills, including effective proofreading skills.

Preferred Qualifications

Exceptional knowledge of Microsoft Word and Excel processing programs, including but not limited to use of mail-merge, bookmarks, table of contents, Word table formulas, the ability to edit field codes, and complex Excel formulas for rounding and labeling, and Excel Macros;
License as Notary (fees and subscriptions would be covered);
Prior experience with a law firm;
Prior experience with litigation;
Prior experience with litigation management and billing software, including but not limited to Smokeball, SimpleLaw, and Toggl;
Experience with New Jersey’s court filing systems (eCourts and JEDIS); federal court filing systems (PACER and CM/ECF), New York’s court filing system (NYSCEF and WebCivil Supreme), and the American Arbitration Association’s court filing system;
Substantial experience with AI;
Extensive knowledge of Microsoft Power Automate.

Job Responsibilities

Under general supervision, the legal assistant will perform secretarial and receptionist work and routine administrative duties for attorneys and paralegals as follows:

Receptionist/Intake Duties

Greet clients and guests warmly upon arrival for in-person meetings and/or depositions;
Respond to new client inquiries with empathy and professionalism;
Answer and route/transfer incoming calls in a polished, professional manner;
Collect relevant intake information for prospective clients (“leads”), perform conflict checks, and facilitate communication and consultations with leads;
Assist paralegals and attorneys with interpreting and/or translating communications and messages with Haitian Creole speakers.

Clerical/Scheduling Duties

Generating legal and administrative shell documents with base information, through mail-merge or otherwise drafting such documents;
Review correspondence and proof-read documents for grammar, punctuation, exhibits and enclosures;
Attend to communication with courts, clients, counsel, and other third-parties to facilitate requests, responses, and status updates;
Opening, closing, and maintaining confidential client case files and folders and law firm administrative files and folders;
Modifying PDF files by combining, separating, Bates stamping, and otherwise manipulating those files for document production;
Scanning files;
Filing communications and litigation documents electronically and, where appropriate, in hard copy format;
Keeping track of discovery records and deadlines;
Maintaining organization of electronic, and where appropriate hard copy, files and folders;
Assisting with Haitian Creole translation and transcription services;
Managing and calendaring litigation deadlines;
Calendaring meetings and coordinating calendars for future events and deadlines;
Filing with various courts or administrative for a (traditional and e-filings), downloading e-filed documents to internal document management system;
Updating information and uploading documents to litigation management system;
Proactively managing contacts in Outlook, litigation management system, and related databases.

Office Management Duties

Receiving, signing for, scanning, screening, internally distributing, and sending out mail;
Assisting with maintenance of office supplies.

Compensation & Benefits

Salary: $40,000 – $60,000 based on experience and qualifications
Health, Dental, and Vision Insurance
401(k)
Flexible Spending Account
Short-term and Long-term Disability Insurance
Monday – Friday, 9:00 AM – 5:00 PM
Hybrid Remote schedule (in office only as necessary for mail responsibilities, pre-scheduled meetings, and document management and scanning)
Reimbursement of Notary fees and expenses and/or Notary application fees expenses

About The Antoine Law Firm, LLC

The Antoine Law Firm, LLC, is a boutique law firm owned by Wilson D. Antoine, Esq. We specialize in public entity defense, Plaintiff’s-side personal injury and discrimination, and business litigation. A plurality of our clientele are members of the Haitian community, but we are committed to serving all persons and communities. We provide a collegial ambience, where each member of our team is respected and valued. the Firm litigates civil cases at multiple levels, including New Jersey State Court at the Law Division, the Chancery Division, the Appellate Division, and the Supreme Court of New Jersey; the Supreme Court of New York, the First and Second Appellate Departments, and the Court of Appeals of New York; and the Federal District Court of New Jersey, the Eastern and Southern Districts of New York, the Second and Third Circuit Courts, and the Supreme Court of the United States. We are an equal opportunity employer.