Litigation Legal Secretary

Responsibilities

• Drafts, types, and edits a variety of legal documents, including pleadings, correspondence, and memoranda of a confidential and complex nature; formats documents in compliance with applicable court rules, including preparation of the tables of contents and authorities; proofreads all work for accuracy.
• Researches applicable state and federal court rules and works closely with attorneys to ensure adherence to procedural requirements.
• Prepares and files legal documents with courts and administrative agencies, including electronic filing (e-filing).
• Maintains and monitors litigation calendars, including hearings, deadlines, depositions, and meetings; partners with the Docketing Department to ensure accuracy and timeliness of all entries.
• Tracks deadlines and maintains tickler systems to ensure compliance with court schedules and client requirements.
• Aids in the preparation for depositions, hearings, mediations, trials, and other litigation proceedings, including organizing exhibits and materials.
• Collaborates with internal departments to ensure timely and accurate completion of projects; reviews completed work product for quality and adherence to instructions.
• Enters and edits attorney time in the Firm’s timekeeping system; reviews billing proformas and assists with invoice processing and distribution as needed.
• Prepares new business intake materials, including Opening File Memorandums (OFMs) and conflicts checks.
• Maintains and organizes electronic and physical case files; collaborates with File Clerks on file maintenance and off-site storage; retrieves case materials as requested.
• Answers and manages telephone communications for assigned attorneys; takes accurate and detailed messages.
• Processes incoming and outgoing mail, identifying and escalating time-sensitive materials.
• Maintains attorney contact lists and updates as needed.
• Captures and coordinates meetings, conference calls, and client visits, including scheduling, logistics, and catering arrangements.
• Greets clients and visitors and ensures a professional, welcoming environment.
• Prepares expense reimbursements, check requests, and coordinates vendor payments; assists with travel arrangements as needed.
• Assists with special projects, including client and holiday gift coordination.
• Provides backup support to other Legal Secretaries as needed.

Qualifications

• High school degree or equivalent required; Associate’s or Bachelor’s degree preferred.
• Minimum of 3 years of litigation legal secretary experience in a law firm environment.
• Strong knowledge of state and federal court procedures, rules, and e-filing systems.
• Advanced proficiency in Microsoft Office Suite, particularly Word (including document formatting features such as styles, tables of contents, and tables of authorities).
• Experience with legal software systems such as document management and billing platforms (e.g., iManage, NetDocuments, Elite 3E, Aderant, or similar) preferred.
• Exceptional organizational, proofreading, and time management skills, with strong attention to detail.
• Strong written and verbal communication skills.
• Service-minded approach with a strong client service orientation and responsiveness to attorney and client needs.
• Ability to manage multiple priorities and meet deadlines in a fast-paced environment.
• High level of professionalism and ability to handle confidential information with discretion.
• Ability to work both independently and collaboratively as part of a team.
• Ability to work a minimum of 40 hours weekly and additional hours as needed.

Compensation and Benefits

• The level of pay within the range will depend on a variety of job-related factors that may include, but not limited to, qualifications, education, and relevant job experience.
• Eligible for remote work after working at the firm for 90 days.
• Robust benefits package including medical, dental, vision, and life insurance, telemedicine, well-being program, short- and long-term disability insurance, parental leave benefits, health savings account contributions (with applicable medical plan), and option to participate in the firm’s 401(k)/discretionary profit sharing plan after 30 days of service.
• Central downtown location and choice of Firm-paid garage parking or monthly METRO bus pass.
• Access to our building’s gym at no additional cost.
• Access to the building’s amenity floor, which includes virtual Topgolf, shuffleboard, pool table, and more.