Legal Secretary - Litigation

About the Role

This is an exciting opportunity to work for one of the top law firms in the U.S. as a Legal Secretary - Litigation in our Los Angeles office. We offer a hybrid work engagement with two days of remote work and three days in-office. This position provides litigation secretarial support to five or more attorneys across various practice groups, focusing on a comprehensive range of secretarial and administrative tasks.

At Davis Wright Tremaine, you will find challenging assignments, opportunities for professional growth, community involvement, and a culture of inclusion. DWT fosters inclusiveness and authenticity, ensuring everyone has a voice and unparalleled support.

Responsibilities

Attorney Support

• Handle heavy court filings, including service of pleadings on opposing and associated counsel at state, federal, and appellate levels across California and other states.
• Schedule remote hearings, deposition appearances, in-person depositions, appointments, and meetings.
• Track litigation deadlines, provide deadlines to docketing, and confirm deadlines are docketed correctly.
• Type, proofread, format, and edit correspondence and documents (e.g., pleadings, contracts, memoranda, agreements) under time-sensitive deadlines; some pleading drafting.
• Build and sustain attorney confidence by minimizing backlog and overtime while maintaining a deep understanding of their practices, goals, and firm policies.
• Regularly check in with attorneys to ensure projects are on track, exercise judgment on when to seek guidance, and assign tasks to support staff for timely completion.
• Communicate project status clearly to all team members and handle complex workflows efficiently.
• Arrange messenger, overnight delivery, or courier services as needed.
• Schedule appointments, conference calls, meetings, and maintain calendars.
• Open and route mail and email, attach files and documents, and save to the case management system.
• Docket deadlines and maintain attorney and client records.

Client Interaction

• Answer, screen, and respond to phone calls with a sense of urgency.
• Respond to attorney/client needs promptly, ensuring resolution with appropriate follow-up.
• Serve as an intermediary with clients, addressing requests and proactively strengthening relationships.

Document Management

• Maintain up-to-date forms and collaborate with word processing on templates.
• Type, proofread, compare, and edit legal and business documents under time-sensitive deadlines.
• Maintain email files and the electronic case management system.
• Maintain attorney and client files in both paper and electronic formats.
• Prepare binders for trial, working papers, and business development purposes.

Administrative Duties

• Work with attorneys to prioritize, organize, and relieve them of administrative tasks.
• Run conflicts and open new client and new matter files.
• Make travel arrangements and prepare/submit expense/reimbursement reports and vendor invoices.
• Enter attorney time into the timekeeping program and ensure release.
• Process and edit prebills and oversee the client billing process.

Ownership & Initiative

• Take full ownership of personal success and the success of attorneys, welcoming challenges and proactively solving problems.
• Stay curious, engaged, and solution-oriented, offering ideas to enhance service, teamwork, and efficiency.
• Understand firm and practice group objectives, identify opportunities to contribute, and actively participate in solutions.

Requirements

• 5+ years of experience as a legal secretary or executive assistant; familiarity with law firm billing processes is a plus.
• Demonstrated strong word processing and computer skills; proficient in MS Word, MS Excel, and MS Outlook; experience with MS Office 2016 products preferred. MS Office 365 experience is a plus.
• Proofreading, NetDocs, and PowerPoint skills desired.
• Ability to type 75 wpm with a high degree of accuracy.
• Exceptional organizational skills; ability to multi-task, work under pressure, and meet conflicting deadlines.
• Ability to communicate with finesse, tact, diplomacy, and discretion with firm contacts and clients.
• Willingness to work in a team-oriented, service environment and share firm and technical knowledge with others.
• High degree of attention to detail and initiative to learn new skills.
• Firm commitment to providing customer service excellence.

Benefits

• Choice of health and vision insurance plans.
• 2 paid volunteer days for qualifying community service work.
• Dental plan.
• Fertility and adoption benefit.
• Paid sabbatical after 13 years of service.
• Tuition reimbursement.
• Commuter benefits.
• Retirement contribution.
• Optional HSA (Health Savings Account).
• Long-term disability insurance.
• Vision care, telemedicine, and virtual short-term solution-based counseling services.
• Life insurance.
• Healthcare and Dependent Care Flexible Spending Accounts.
• Subsidized backup care and caregiving resources.
• 401(k) plan.
• Vacation and sick time.
• Employee assistance program.
• Voluntary programs: accident insurance, life insurance, disability insurance, long-term care, and pet insurance.

Pay

The annualized salary range for this position in Los Angeles is $88,000 to $115,000 ($45.13 to $58.97 hourly). Actual pay will be adjusted based on experience and other job-related factors permitted by law. Full-time employees may be eligible for a bonus.

Schedule

Hybrid work engagement with two days of remote work and three days in-office.