Paralegal/Legal Assistant

About the Role

We are seeking a highly organized, detail-driven, and systems-oriented Paralegal/Legal Assistant to join a growing boutique criminal defense practice. This role is critical to ensuring absolute control of case management, docket integrity, discovery tracking, and file organization.

This is not a passive support role. The ideal candidate operates with ownership, precision, and urgency — proactively managing deadlines, reconciling dockets, monitoring filings, and ensuring that no detail is ever missed.

You will serve as the operational backbone of the firm, ensuring that all case materials — digital and physical — are accurate, current, accessible, and court-ready at all times.

Core Responsibilities

Docket & Deadline Management

• Maintain accurate, real-time docket entries in practice management software.
• Monitor all incoming e-service notices and DocketBird alerts daily.
• Conduct weekly docket reconciliation reviews to confirm alignment with court records.
• Reconcile dockets against filings and discovery to ensure nothing is missed.
• Implement and maintain daily save-and-file workflows.
• Confirm all court filings are accepted and properly reflected in the docket.

Practice Management Software Administration & Implementation

• Maintain all active matters in the firm’s practice management software.
• Audit, migrate, and organize case files into the platform (correspondence, pleadings, discovery, notes, tasks, deadlines, pending items).
• Ensure digital files align with, Court docket, Discovery received, Physical file, Shared drive (Dropbox or equivalent)
• Develop and maintain standardized naming conventions and folder structures.
• Assist in onboarding, configuration, or transition to new practice management software
• Test system integrity following migration to confirm no missing matters or missing deadlines
• All discovery and pleadings properly attached
• Provide recommendations for improving efficiency within the software.
• Conduct periodic full-system audits to ensure completeness and accuracy.

Case File Management (Digital & Physical)

• Review and organize shared drive files (Dropbox or equivalent).
• Ensure all materials are consistently saved and categorized.
• Maintain complete and current physical files (binders, motions without exhibits, red-well expandable folders, etc.).
• Conduct periodic full-file audits to confirm alignment between practice software, court docket, shared drive, physical file
• Ensure all materials are accessible to the attorney at all times.

Discovery & Litigation Support

• Promptly save, track, and organize discovery upon receipt.
• Maintain deposition and subpoena tracking with 24-hour monitoring standards.
• Prepare timelines, case summaries, and hearing/trial materials.
• File pleadings with the Court and confirm acceptance.
• Coordinate with courts, prosecutors, co-counsel, and law enforcement agencies.

Communication & Workflow

• Copy attorney on all incoming and outgoing case-related emails.
• Maintain a daily case-tracking worksheet including: Case status, priorities, projects & items requiring attorney input
• Participate in structured weekly check-ins
• Provide progress summaries and flag risks proactively.

Administrative & Client Support

• Manage attorney calendar and scheduling.
• Communicate professionally with clients to gather information and documentation.
• Support firm operations to enhance efficiency and workflow stability.

Qualifications

• Minimum 3 years litigation or criminal defense legal experience preferred.
• Demonstrated experience managing dockets and reconciling filings.
• Experience with legal practice management software required.
• Strong experience managing discovery.
• Exceptional organizational skills with documented systems-thinking.
• Ability to work independently with minimal oversight.
• High sense of urgency and accountability.
• Proficiency in Outlook, Word, Adobe, Dropbox & other legal software.
• Spanish strongly preferred.
• Excellent organizational skills with attention to detail to manage multiple tasks effectively.
• Ability to work independently as well as collaboratively
• Ability to anticipate needs, manage attorney schedule, and self-direct on administrative tasks.

Success Profile

The ideal candidate:

• Obsessively tracks details.
• Performs weekly self-audits without being asked.
• Never lets a deadline slip.
• Thinks three steps ahead.
• Builds systems, not just to-do lists.

If you are highly detail-oriented, proactive, and take pride in your work, we invite you to apply. This role offers the opportunity to work in a hybrid environment, gain meaningful responsibility, and grow alongside a boutique practice that values autonomy, trust, and initiative.

For the right candidate, there is room for advancement, increased responsibility, and long-term professional development within a structured and accountability-driven environment.

We are seeking someone who wants more than just a job — someone who wants to be a trusted operational partner in a growing criminal defense practice.

Pay: $50,000.00 - $60,000.00 per year

Benefits:

• Opportunities for advancement
• Work from home

Experience:

• Legal : 3 years (Preferred)

Language:

• Spanish (Preferred)

Ability to Commute:

• Coral Gables, FL 33134 (Required)

Work Location: Hybrid remote in Coral Gables, FL 33134