Professional Staff

Open Positions

Department Assisant - Administration

At Jones Foster, we boast a century of collective experience shaped by the contributions of our attorneys, staff, clients, and community. This legacy drives who we are today. If you are an ambitious Administrative Assistant eager to join a thriving organization, we invite you to explore the possibility of becoming a valued member of our administrative team in West Palm Beach.

In this vital role, you will be a proactive problem solver with outstanding communication abilities and a sharp eye for detail. Your background should include experience in an office setting, adeptly performing administrative tasks while supporting managers, finance/accounting teams, and other administrative personnel. Given our dynamic workplace, your flexibility and reliability will be essential, along with a strong commitment to confidentiality. Join us and be part of a team that values growth, dedication, and excellence!

As an Administrative Assistant at Jones Foster, here is what you will do:

• Manages the Executive Director’s calendar, including scheduling internal and external meetings. Coordinate complex scheduling and calendar management, as well as content and flow of information to Board of Directors.
• Create and update internal policies and processes that support administration and coordinate internal and external resources to expedite workflows.
• Manage communication with employees on assigned projects and tasks.
• Plan and organize work to ensure that Executive Director’s priorities are met, organizational goals are achieved, and best practices are upheld.
• Provide administrative and office support, such as document drafting, spreadsheet creation, answers phone calls and takes detailed messages.
• Support the Admin. Team with projects as assigned and provide support to ensure that firm goals and objectives are accomplished and that operations run efficiently.
• Assist in planning on-site events.

The following is a list of some of the important things we would like to see in a candidate:

• Minimum of two (2) years’ experience in an administrative role reporting directly to upper management.
• Strong time-management skills and an ability to organize and coordinate multiple concurrent projects.
• Ability to maintain confidentiality and exercise discretion and good judgment.
• Proficient in multifunction word-processing software including Microsoft Office Suite (Word, Excel, Outlook, PowerPoint, and PDF programs) or related software.
• Aptitude for learning new software and systems.
• Flexible team player, willing to adapt to changes and unafraid of challenges.
• Contributes to administrative team effort by accomplishing related results as needed.
• Excellent verbal and written communication skills.
• Outstanding interpersonal and employee relations skills.
• Exceptional organizational skills with a proven ability to meet deadlines.
• Creative and proactive approach to problem solving.
• Demonstrated ability to grasp and implement new concepts quickly.
• Ability to function well in a high-paced and, at times, stressful environment.
• Ability to work independently and as a team.

Jones Foster provides a fun, team-oriented working environment with a competitive salary and outstanding benefits. Staff gatherings and other events during the year make Jones Foster a great place to belong. Our administrative team loves working together and is looking for the next great addition to the team. Candidates should submit a resume and must include salary requirements in confidence to Tammy Anton, Human Resources Manager at tanton@jonesfoster.com. EOE

Legal Assistant - Complex Litigation & Dispute Resolution

Jones Foster is seeking an experienced Litigation Legal Assistant to join our Jupiter office. This position performs various legal administrative support duties and delivers high-quality service to clients, committing to integrity and excellence. The legal assistant will support attorneys with various tasks, including assisting in legal research, drafting, and reviewing documents; communicating with clients; preparing for hearings, trials, and meetings; and organizing and maintaining files. Managing a large and diversified workload in support of attorneys and paralegals requires a good understanding of the organization and its business needs. The responsibilities include prioritizing, managing, following through on multiple projects, and communicating effectively, courteously, and professionally with clients, attorneys, staff, the judiciary, and peers. Candidates must have a thorough knowledge of practice-specific administrative processes and procedures, information technology systems, research tools, and a broad-based understanding of the clients, matters, and associated practices. This is a 36.25 hour per week position.

Responsibilities include but are not limited to:

• Compile, proofread, and edit drafts of contracts, leases, licenses, and other legal documents.
• Coordinate multi-document filings in Circuit, State, and Federal courts, including e-filing.
• Establish and maintain paper and electronic files in compliance with firm policies utilizing the firm’s document management system.
• Transcribe dictation, scheduling, calendaring, time entry, and billing.
• Prepare templates and assist in drafting legal documents such as briefs, motions, complaints, pleadings, subpoenas, affidavits, and summonses, and format documents as appropriate for each court.
• Collaborate with firm-wide departments handling multiple responsibilities, including case opening, conflict checking, billing, training, records, etc.
• Assist attorneys in all stages of litigation cases from onset to post-trial.
• Assist with trial preparation, including creating trial notebooks, organizing exhibits, coordinating witness schedules, maintaining the trial calendar, and communicating effectively with opposing counsel and courtroom staff.
• Experience tracking firm, attorney, and client expenses and using application software to process reimbursement and payments.
• Knowledge and ability to participate in client billing including assisting attorneys in entering narratives, tracking billable tasks, making edits, and calendaring billing due dates.
• Schedule client appointments in coordination with the attorney.
• Managing electronic and paper case files.
• Handling incoming and outgoing mail and other correspondence.
• Answering, screening, directing, and placing telephone calls and emails.
• Consistently deliver outstanding client service and quality.
• Perform other related duties as assigned.

Required Skills/Abilities:

• A strong attention to detail, professional demeanor, and positive, dare we say fun, attitude.
• Fantastic interpersonal and customer service skills.
• Great organizational skills with a proven ability to track and meet deadlines in what can often be a fast-paced, and at times, stressful environment
• Exceptional verbal and written communication skills.
• Understanding of legal language and principles, research methods, court pleadings and processes, and other related matters.
• Excellent organizational skills with a proven ability to meet deadlines.
• Strong analytical and problem-solving skills.
• Ability to perform tasks utilizing legal office software such as document management.
• Ability to maintain confidentiality and exercise discretion and good judgment.
• Ability to work independently.
• Full proficiency with advanced, multifunction word-processing software, including Microsoft Office Suite (Word, Excel, Outlook, PowerPoint, and PDF programs) or related software.
• Experience working with multiple attorneys.
• Strong attention to detail, initiative, and follow-through required.
• Experience in iManage and Coyote is a plus.

Education and Experience:

• High School Diploma or equivalent experience.
• Minimum five (5) years of experience in a legal environment or law firm.
• Notary for the State of Florida required.

Jones Foster provides a team-oriented working environment with a competitive salary and excellent benefits. This is a 36.25 hour per week position. Submit resume and salary requirements to Tammy Anton, Human Resources Manager, at tanton@jonesfoster.com. EOE