Intellectual Property Legal Assistant

About the Position

Avila Rodriguez Hernandez Mena & Garro LLP (AVILA) is seeking a highly organized, detail-oriented, and proactive Legal Assistant to support two attorneys in our Intellectual Property practice group. The ideal candidate has substantial litigation support experience and the ability to independently manage multiple matters, competing deadlines, and attorney support responsibilities with accuracy, sound judgment, and initiative.

Key Responsibilities

·  Client Intake & Matter Opening: Follow up with prospective clients; prepare engagement letters, estimates, and fee quotes; conduct and review conflict checks; open new matters and establish case files; coordinate execution of engagement documents; and follow up on retainers, payments, and outstanding intake requirements to ensure on boarding is completed before work begins.

·  Legal Drafting & Document Preparation: Draft simple motions, legal correspondence, notices, cover letters, and case-related documents. Prepare proposed, agreed, and stipulated orders; format pleadings and legal filings; review documents for accuracy, completeness, and consistency; and assemble supporting exhibits and attachments.

·  Court Filings & Court Systems: Electronically file pleadings and legal documents through CM/ECF and the Florida E-Portal. Utilize CourtMap and other court-designated platforms for hearing scheduling, court submissions, and proposed orders. Review filings for compliance, monitor filing confirmations and notices, download, organize, and distribute filed documents, court notices, and entered orders; track docket activity and filing-related deadlines; monitor proposed order submissions; and calendar deadlines arising from entered orders.

·  Case Management & Litigation Support: Manage active litigation matters throughout the life of each case; maintain organized electronic files and accurate matter records; monitor case status and identify next steps; review filings and orders for action items; track outstanding tasks; and coordinate activities among attorneys, clients, courts, and third parties.

·  Deadline Analysis & Calendaring: Research applicable procedural rules; calculate and calendar litigation deadlines based on statutes, court rules, service dates, filings, hearings, and court orders. Track filing, response, discovery, mediation, and hearing deadlines; monitor compliance with court-imposed deadlines; maintain litigation calendars and scheduling records; and provide attorneys with reminders and alerts.

·  Hearing, Mediation & Deposition Coordination: Schedule hearings with courts and judicial assistants; coordinate attorney, client, and opposing counsel availability; prepare and file notices of hearing; confirm locations and virtual attendance details; coordinate mediations and depositions; prepare mediation notebooks and deposition notices; and arrange court reporters and interpreters.

·  Discovery & Records Management: Organize discovery materials; assist with document productions; track discovery deadlines and obligations; manage incoming and outgoing discovery correspondence; and gather, review, and organize records, evidence, exhibits, and supporting documentation for attorney review.

·  Service of Process, Summonses & Subpoenas: Prepare summonses and subpoenas; coordinate issuance and service of subpoenas and arrange service of process; communicate with process servers and vendors; monitor service attempts and completion; track, maintain, and file returns of service; and follow up on subpoena compliance and witness responses.

·  Trial & Hearing Preparation: Prepare hearing notebooks, trial notebooks, and attorney binders; draft and maintain exhibit and witness lists; prepare witness and exhibit disclosures; organize trial exhibits and supporting materials; assemble hearing, mediation, and trial preparation materials; assist with pretrial compliance; and ensure attorneys have complete, organized materials for hearings and trial.

·  Client Communication, Billing & Administrative Support: Serve as a liaison among attorneys, clients, opposing counsel, courts, and third parties; coordinate communications, scheduling, and follow-up on outstanding matters. Manage attorney calendars, correspondence, and task lists; assist attorneys with time entries and coordinate with the billing department to ensure timely attorney review of pre-bills. Maintain organized workflows and proactively anticipate attorney needs to ensure preparedness for deadlines, filings, hearings, mediations, depositions, and trials.

Required Qualifications

·        Minimum of 5 years of hands-on litigation legal assistant experience, preferably in complex commercial litigation.

·        Experience with Florida state and federal court filing procedures, including CM/ECF, the Florida E-Portal, and CourtMap.

·        Demonstrated experience calculating and calendaring litigation deadlines based on applicable procedural rules and court orders.

·        Experience preparing and formatting pleadings, motions, proposed orders, subpoenas, and other litigation documents.

·        Experience coordinating hearings, depositions, mediations, discovery, service of process, and trial preparation.

·        Strong proficiency in Microsoft Word, Outlook, Excel, and electronic document management systems.

·        Excellent organizational skills and ability to independently manage multiple matters, deadlines, and competing priorities.

·        Exceptional written and verbal communication skills, including grammar, proofreading, and attention to detail.

·        Fluency in English and Spanish, including strong written and verbal communication skills in both languages.

·        Professional demeanor, sound judgment, initiative, and ability to anticipate attorney needs.

What We Offer

AVILA offers competitive compensation commensurate with experience, a comprehensive benefits package, and a collaborative, professional work environment.

AVILA is an equal opportunity employer.