Executive Assistant & Pre-Litigation Case Manager

Are you a detail-oriented professional with a passion for legal case management and client advocacy, eager to support a law firm that upholds precision, empathy, and client-centered excellence?

Do you bring a proactive approach to enhancing the client experience, combining exceptional administrative skills with a clear focus on effective client communications?

Can you excel in a fast-paced legal environment, seamlessly managing both casework and executive tasks to ensure efficient support for both clients and attorneys?

Is your dedication to client service rooted in a commitment to accuracy, professionalism, and timely follow-through?

Final question: When faced with a challenge, do you get excited or run away?

 

 

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At The Law Offices of Saundra M. Davis, a respected legal institution located in Lawrenceville, GA, we are dedicated to providing exceptional legal services to our clients. Our firm, under the leadership of Saundra M. Davis, Esq., specializes in personal injury (focusing specifically on auto accident injuries) offering compassionate and comprehensive legal representation to those in need. Our commitment to excellence is reflected in our attention to detail, client-centered approach, and the impactful results we achieve.

Our firm's dedication to our clients is further exemplified through our comprehensive client communication strategies, including informative resources and consistent client updates. These platforms not only keep our clients informed about legal developments but also demonstrate our commitment to education and empowerment. With a reputation for unparalleled legal expertise and a deep commitment to societal well-being, we are known for making a tangible difference in people's lives, fostering a culture of growth, empathy, and excellence.

With our growing caseload and commitment to providing top-notch client support, we are seeking a dedicated professional to join our team in the role of Executive Assistant & Pre-Litigation Case Manager. This role provides executive-level support to the sole attorney at this Auto-Accident-Only law firm, as well as managing the firm’s litigation files. This onsite position involves close and direct support of the attorney, including, but not limited to, overseeing administrative tasks, managing incoming mail and email, calendaring dates from all court orders and opposing counsel accurately and electronically, and supporting the attorney in all things involving litigation files prior to trial.  (At this time, there are 10 litigation files and 100 pre-litigation files.) The ideal candidate will have exceptional communication skills, organizational skills, time management skills, and the ability to manage the attorney's schedule and special projects, ensuring seamless operations across the firm.

 

What you’ll do:

Claims Management: 

• Manage legal pre-litigation claims files:
• From intake until litigation is initiated
• Using FileVine
• Common Checklist Items:
  • Lost wages
  • BI photos
  • Medical bills
  • Health insurance
  • Police report
  • etc.
    • 80+ at any given time
• Assist the main point of contact for clients (case manager), providing regular updates, facilitating effective communication, and coordinating with insurance companies, medical providers, and expert witnesses to gather necessary information. Possibly assist in finalizing the claim to ensure readiness for litigation. 

Client Communication & Advocacy: 

Serve as a liaison between clients and the attorney, handling inquiries, providing updates, and facilitating clear communication, including providing updates to the client related to case movement.

Administrative Litigation and General Support: 

• Assist attorneys in trial preparation by organizing trial binders, witness lists, and exhibits. Coordinate with expert witnesses, clients, providers, and court personnel to ensure seamless trial logistics.
• Provide general administrative support to the firm’s attorneys, upholding high standards of confidentiality and professionalism.

Executive Assistance: 

• Manage the attorney's calendar by scheduling appointments, depositions, and court dates, ensuring no conflicts arise or items are forgotten. Handle correspondence, assist in drafting legal documents, and prepare reports for meetings and client interactions. Coordinate special projects, including client depositions and mediations, to ensure timely execution. Additionally, organize and oversee firm events, client meetings, and conference logistics to keep the attorney’s schedule well-coordinated - this can be both written and verbal.

What we’re looking for: 

Education: 

Preferred:

• Some higher education in Business Administration, or a related field.
• Paralegal certification 

Experience: 

• Previous experience in personal injury firms (plaintiff side or defense side), medical facilities, or insurance companies (defense side - bodily injury) is highly sought after.
• A minimum of 2 years in case management, litigation paralegal, or executive assistant experience in these settings. Familiarity with legal terminology, court procedures, and litigation support is preferred.
• Understanding of auto accident negligence claims is crucial.

Communication Skills: 

• Excellent written and verbal communication skills are essential for success in this role. Bilingual proficiency in Spanish is a strong advantage but not required.

Software Proficiency: 

• Proficiency in FileVine case management software, Google Drive, Adobe, and Excel is ideal. Strong command of these tools supports efficient case management, effective administrative support, and contributes to a smooth workflow within the firm.
• While digital platforms are critical, this role must maintain physical files, physical calendars, and other such media as redundancy back-up - both are required at this firm.

Attention to Detail: 

• Exhibits strong attention to detail, particularly when managing important dates and deadlines, ensuring accuracy in all case files and client records. 
• Proactivity and natural curiosity is essential.
• Reviews work autonomously, meticulously, understanding the critical role of precision and timeliness in legal documentation.

Organization and Time Management: 

• Highly organized in managing a large caseload and ensuring tasks are completed within deadlines. Skilled in balancing multiple responsibilities, prioritizing urgent tasks, and maintaining a structured workflow that supports a well-organized, smoothly operating firm environment.
• Speak up and be bold - if a deadline is approaching, if there are concerns about completion, if projects are due, be verbal about progress and march toward completion. This directly impacts the client experience and firm overall reputation.

Problem-Solving Mindset: 

• We seek a resourceful problem-solver who approaches challenges with creativity and resilience. This role requires someone who can identify potential issues early, think critically to find effective solutions, and continuously improve processes to enhance client outcomes and team efficiency.
• Is self-sufficient and proactive, ready to jump in when needed without hesitation.

Professionalism: 

• Demonstrates a high level of professionalism and integrity in all client and team interactions. 
• Maintains a neat, presentable appearance with no visible tattoos embodying a polished and professional presence at all times. 

On-site Presence, Transportation, Time and Attendance: 

• We’re seeking an individual who thrives in a collaborative, face-to-face environment at our Lawrenceville, GA headquarters. 
  • May (on rare occasions) assign work to be completed out of our Snellville, GA location.
  • Ideal candidates live independently, have reliable transportation, and value the benefits of on-site presence, which fosters teamwork, communication, and synergy within our dynamic team.

 

Why you should work here: 

• Empowering Culture: Be part of a team that values growth and nurtures every member, from interns to executives.
• Community Involvement: Engage in meaningful work that extends beyond legal representation, impacting lives through various charitable activities.
• Career Development Opportunities: Benefit from a firm committed to career advancement and skill enhancement. Access to training programs and mentorship opportunities.
• Dynamic Work Environment: Join a firm that values creative problem-solving, self-sufficiency, and the “Saundra M. Davis” way of client care.

 

Additional perks:

• Post Six Months Start Date:
• Health Care Plan: We offer a monthly stipend up to $250 monthly.
• Retirement Savings: Take advantage of our 401(k) plan, which becomes available after 6 months of employment, with a 3% employer match, helping you plan and save for your future.
• Paid Time Off (PTO): Enjoy flexible PTO that allows you to take the time you need for rest, personal matters, and overall well-being.
• Office Culture: Experience a supportive and engaging work environment with lunch and learn sessions, in-office snacks, and coffee to keep you energized and connected with the team.

 

At The Law Offices of Saundra M. Davis, P.C., your role as Executive Assistant & Pre-Litigation Case Manager extends beyond standard tasks; you are a vital link between clients and the legal team, enabling clients to navigate their legal matters with confidence and trust. You will become a cornerstone of our client experience, helping clients turn challenging situations into successful outcomes. This is an opportunity to make a meaningful impact and contribute to a firm that champions client advocacy, operational excellence, and a compassionate approach to legal service.

Join our team, and be part of a journey where your work embodies both purpose and professionalism. This is your opportunity to build a career with a firm that values dedication, integrity, and continuous improvement, driving positive change for every client we serve.