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Litigation Support Coordinator

Location: 

Oklahoma City, OK, US, 73120

Req ID: 171215 

 

BASIC PURPOSE: Perform full range of legal and administrative support activities for members of the Legal Department’s Litigation Team, including clerical, receptionist, technical and organizational assistance.  Coordinate efforts to process the Company’s subpoenas and record requests as well as provide support for multiple aspects of the Company’s litigation and adversarial matters practice. 

 

MAJOR RESPONSIBILITIES:

  • Coordinate Department efforts in responding to subpoenas and other legal inquiries and records requests, served upon Company (each a “Subpoena”), by timely receiving, acknowledging, and distributing the same, all under direction and supervision of assigned attorney.
  • Review Subpoenas to determine if legally sufficient, including confirming issuance to correct entity, notice to required parties, reasonableness of scope and response time, as well as burden and expense to respond. Work with assigned attorney and/or paralegal to analyze same and prepare timely response or otherwise object.
  • Coordinate with various departments to collect, organize, label and redact documents, prepare written responses, draft and secure affidavits, coordinate with requesting party and courts, as necessary, and draft enclosure letter for assigned attorney and/or paralegal review.  Distribute legal notices and documents to various departments for response and follow-up to ensure timely completion.
  • Track and regularly update status of Subpoenas for review in regular meetings. Maintain copies of all documents and information provided in response to Subpoenas.
  • Contact Company employees, requesting parties, and courts regarding issues with Subpoenas and associated legal proceedings, especially as it relates to witness testimony at hearings, trial, depositions, etc.
  • Participate in periodic meetings with attorneys and departments that regularly provide documents in response to Subpoenas (e.g., HR, Payroll, Recruiting, Benefits, Loss Prevention) to facilitate cooperation and efficiency in such responses, including, but not limited to, understanding departmental systems and procedures, training new employees on the Subpoena response process, and updating internal documentation to reflect same.
  • Timely log new matters, correspondence, contracts and other documentation into matter, document and contract management systems, as appropriate.
  • Draft, edit and proofread correspondence, reports and other materials, with a high degree of accuracy, including but not limited to, engagement letters, presentation materials, affidavits, and reports.
  • Assist in drafting, issuing, and tracking legal holds and the employees thereon, as well as any updates, reminders, and releases. Track and facilitate the receipt, retention and release of devices on legal hold, in accordance with Department processes and procedures.
  • Meet regularly with IT to keep advised of ongoing projects for the Legal Department and any relevant issues associated with Legal or IT Department processes or systems.
  • Maintain current and accurate dockets and databases, and timely create legal project files and maintain organized legal file system, consistent with departmental requirements.
  • Assist in other aspects of litigation support, including but not limited to, managing case information in company systems, fact gathering, assisting in document collection and production, witness coordination, and corresponding with outside counsel, Company employees, and courts.
  • Perform other general clerical duties, including but not limited to, photocopying, faxing, scanning, emailing, mailing, answering the phone, greeting clients, setting up conference calls and meetings, distributing mail, making travel arrangements, running on and off-campus errands, preparing and sending files to off-site storage, and stocking office supplies for the Department.
  • Assist in researching, developing and administering various legal and non-legal processes, procedures, and projects. 
  • Uphold the highest standards of confidentiality and discretion as to departmental and Company dealings, information and projects, and project a professional Company image through in-person, telephonic, and electronic communication.
  • Other duties assigned as needed.
     
    EDUCATION AND EXPERIENCE:
  • Education: HS Diploma or equivalent required.
  • Experience: Minimum of two years’ experience as an administrative assistant or legal assistant working in litigation in a law firm or corporate legal department and working with/responding to subpoenas and document requests.
     
    SKILLS AND PHYSICAL DEMANDS:
  • Skills: Proficient in current versions of Microsoft Office and Adobe Pro, ability to learn new software applications and programs, ability to type efficiently and accurately and to transcribe from voice messages or handwritten drafts and notes, ability to communicate effectively (orally and in writing) with diverse individuals and to consistently act in a professional and respectful manner, comfort handling multiple responsibilities simultaneously with multiple interruptions and shifting priorities throughout the workday, while still meeting deadlines, excellent memory and organizational ability, and sufficient arithmetic skills to perform routine accounting and mathematical computations.
     
  • Typical Physical Demands:
    • Requires prolonged stationary positions, and some positioning of self to access under desk storage or low filing drawers.
    • Occasional moving of equipment and/or files up to 50 pounds.
      • Constant operation of office equipment, including computer, copy machine, printer, and calculator.
      • Ability to perceive sound at normal speaking levels with or without correction, and visual acuity to perform activities such as preparing and analyzing data and figures, transcribing, viewing a computer terminal, and extensive reading.
      • Occasional evening and/or weekend work.

Job Function(s): Corporate 

 

Love’s Travel Stops & Country Stores is the industry-leading travel stop network in the United States. For more than 55 years, we’ve provided customers with highway hospitality and “Clean Places, Friendly Faces.” We’re passionate about serving drivers with clean, modern facilities stocked with fuel, food and supplies. We offer meals from popular restaurant chains, trucking supplies, showers and everything needed to get back on the road quickly. The Love’s Family of Companies includes:

  • Gemini Motor Transport, one of the industry’s safest trucking fleets
  • Speedco, the light mechanical and trucking service specialists
  • Musket, a rapidly growing, Houston-based commodities supplier and trader
  • Trillium, a Houston-based alternative fuels expert

 

The Love's Experience

Love’s was founded in 1964 on the values of integrity, customer focus, strong work ethic, innovation and perseverance. We are looking for these in every person we hire. No matter what job you do for Love’s, your commitment to these values will not only continue our legacy of growth, it will also ensure your successful career.