Legal Secretary

About the role

The Firm’s groundbreaking approach—bringing together legal services, advocacy and business strategy—differentiates Manatt from its competitors and positions the Firm to provide a unique and compelling value proposition. Our prestigious national professional services firm has an immediate opportunity for two experienced Legal Secretaries with strong litigation and administrative skills to join our growing San Diego office.

Responsibilities

• Daily interface with attorneys, visiting attorneys and teams to manage requested administrative support tasks and act as a liaison between billing partner and team members including paralegals.
• Cook up and submit state, federal, and appellate court filings, including complex filings requiring careful attention to court rules, formatting requirements, deadlines, exhibits, appendices, and supporting documentation.
• Back up Reception duties, including greeting incoming visitors for client meetings, depositions and team meetings, hospitality and conference room scheduling assistance.
• Oversees meeting set ups and catering requirements with Office Services staff.
• Occasionally duplicates, organizes and prepares documents for court filings when Office Services staff are not available.
• Organizes, prepares client documents obtained directly from the professionals during office hours and during client meetings.
• Receives original travel & expense related receipts and documentation directly from attorneys and prepares for reimbursement.
• Organize, maintain, and update client files, records, pleadings, and case materials using the Firm's document management and related legal technology platforms.
• Edit and proofread all legal documents.
• Maintain attorney calendars by scheduling conferences, depositions, and meetings.
• Welcome clients and assist in coordinating meetings, depositions, hearings.
• Serve as a professional point of contact for attorneys, clients, visitors, and internal teams, exercising discretion, diplomacy, and sound judgment.
• Aid with light office hospitality and operational support, including greeting visitors, coordinating conference room needs, supporting meetings or office events, and helping with document production or filing preparation.
• Monitor and track filing deadlines, court rules, hearing dates, and other matter-related timelines to ensure all documents are filed timely and accurately.
• Answer emails and phone calls, and when necessary, redirect calls.
• Research and authenticate important case information.
• Prepare different legal documents including appeals, motions, and petitions.
• Familiarity with, eFiling and knowledge of state court rules and deadlines.
• Act as a backup to other secretaries/attorney shares in the office.

Qualifications

• Minimum of 5 years’ experience as a Litigation Secretary required.
• Candidates should have 5+ years of previous experience supporting multiple professionals, including ability to keep team members on track with processes, policies and deadlines in a fast-paced environment.
• Reliable, friendly and positive, can-do attitude is essential.
• Must have knowledge of Federal, State court filing rules.
• Advanced knowledge of Microsoft Office, iManage and various legal software applications; heavy knowledge of Word, plus strong Outlook knowledge.
• Writes clearly and informatively; edits work for spelling and grammar, varies writing style to meet needs, able to read and interpret written information.
• Must be skilled at typing correspondence and pleadings for attorneys.
• Must be extremely detail oriented, organized and have great follow through skills.
• Must be able to coordinate complex scheduling for multiple individuals in a fast paced environment.
• Must have the ability to prioritize, work well under pressure, and multitask to meet deadlines and be able to identify and resolve problems in a timely manner.
• This position will have extensive contact with others (including clients) requiring discretion and will need to maintain a professional and courteous when dealing with others.
• Has the ability to use diplomacy and maintain strict confidentiality.
• Accuracy, and professionalism a must.
• Excellent communication and interpersonal skills.
• BA Degree highly preferred.

Pay

The base annual pay range for this role is between $75,000-$100,000. The base pay to be offered will vary and depend on skills and qualifications, experience, location and will also take into account internal equity.