Legal Secretary Litigation

Main Responsibilities

• Manage attorneys' calendars, including complex scheduling and coordination of meetings.
• Follow up on meeting action items and ensure timely completion of deliverables.
• Schedule and organize complex activities such as meetings, seminars, and domestic and international travel arrangements.
• Process and manage vendor invoices and related administrative documentation.
• Prepare expense reports, check requests, billing support, time entries in Intapp Time, mail distribution, and other administrative tasks.
• Organize and prioritize high volumes of emails, phone calls, and requests for information.
• Respond to regularly occurring requests for information with professionalism and discretion.
• Prepare, edit, proofread, and format correspondence, memos, presentations, reports, charts, and other business documents.
• Update and proof visual presentations and other client-facing materials.

Litigation Support

• Prepare attorneys' correspondence and legal documents with minimal direction.
• Format, revise, and proofread pleadings, briefs, motions, discovery requests, and other legal documents.
• Generate Tables of Contents (TOC) and Tables of Authorities (TOA) for briefs and court filings.
• Aid in manual and electronic court filings.
• Cook discovery documents.
• Coordinate and serve discovery documents.
• Maintain familiarity with California Rules of Court, Federal Rules of Civil Procedure, and applicable court procedures.
• Support attorneys with trial preparation, including organization of exhibits, filings, and case materials.
• Maintain accurate case-related records and documentation.

Teamwork and Collaboration

• Work effectively with attorneys, clients, court personnel, and colleagues at all levels of the Firm.
• Volunteer to assist others within the practice group and office as needed.
• Foster a collaborative and positive team environment.
• Share knowledge, information, and expertise with colleagues.
• Demonstrate strong problem-solving skills and exercise sound judgment in handling administrative and legal support matters.

Technical Skills, Qualifications and Experience

• Education and Experience: High School Diploma or equivalent required; Secretarial or Administrative degree preferred. Minimum of 8-10 years of legal secretarial experience, preferably supporting litigation attorneys within a law firm or professional services environment. Experience supporting both litigation and administrative functions in a fast-paced environment. Experience with trial preparation and court filing procedures.
• Technical Skills: Intermediate to advanced proficiency in Microsoft Word, Excel, and PowerPoint. Intermediate knowledge of Firm technologies and legal support platforms, including iManage, Intapp Time, Intapp Open, Chrome River, other document management and workflow systems. Strong technical aptitude with the ability to learn new systems quickly.

Professional Competencies

• Excellent English verbal and written communication skills.
• Strong proofreading, grammar, spelling, and document formatting skills.
• Exceptional attention to detail and accuracy.
• Strong organizational, planning, and time-management skills.
• Ability to prioritize multiple assignments and meet intense deadlines.
• Ability to work independently with minimal supervision.
• Strong analytical, problem-solving, and decision-making skills.
• Professional demeanor and ability to interact effectively with individuals at all levels.
• Demonstrated commitment to teamwork, collaboration, and client service.
• Understanding of Firm structure, resources, and administrative processes.
• Commitment to continuous improvement and identifying process efficiencies.

Key Attributes

• Team player with a proactive, service-oriented mindset.
• Highly organized and detail-oriented.
• Able to perform effectively under pressure and in deadline-driven environments.
• Dependable, adaptable, and resourceful.
• Consistently demonstrates professionalism, discretion, and sound judgment.