Legal Secretary Litigation

Target Salary: $80,000 – $92,000

COMPANY BACKGROUND

A prominent California-based law firm with a long-standing history of serving both public and private organizations across the state. Founded in 1979 with a single office and five attorneys, the firm has grown into an AmLaw 200 firm with more than 250 attorneys across nine offices in California. The firm is known for delivering high-quality legal services and maintaining strong relationships with clients in a variety of industries.

JOB SUMMARY

This reputable law firm is seeking a Legal Secretary to provide high-level administrative and secretarial support to attorneys. The role involves managing litigation matters from inception through resolution, preparing complex legal documents, coordinating court filings, maintaining calendars and deadlines, and organizing materials for hearings, trials, arbitrations, and mediations. The ideal candidate will have strong knowledge of litigation procedures, court rules, and e-filing requirements while demonstrating excellent attention to detail and the ability to manage multiple priorities in a fast-paced environment.

RESPONSIBILITIES

• Drafts, edits, and finalizes legal documents, correspondence, memoranda, and emails from written drafts and transcription.
• Handles e-filings and supports all stages of the litigation process from initiation through trial.
• Prepares and organizes documents and exhibits for court filings, hearings, arbitrations, mediations, depositions, and other legal proceedings.
• Reviews and proofreads materials to ensure accuracy, correct grammar, and adherence to firm formatting standards.
• Creates and updates Tables of Contents (TOC) and Tables of Authorities (TOA).
• Schedules and coordinates appointments, meetings, and deadlines for attorneys.
• Maintains and monitors attorney calendars, ensuring all critical dates are recorded on the master calendar.
• Assists with new client and matter intake procedures according to firm guidelines.
• Sorts, reads, prints, and distributes incoming mail and emails to the appropriate recipients.
• Utilizes legal software, transcription equipment, and computer systems to efficiently produce and manage documents.

OTHER RESPONSIBILITIES

• Coordinates travel arrangements for attorneys, including hotel accommodations, flights, and transportation.
• Assists in creating marketing materials such as pitch folders, attorney biographies, and PowerPoint presentations.
• Provides backup and overflow support to other attorneys and staff as needed.
• Maintains strict confidentiality of firm, client, and personnel information.
• Performs additional duties as assigned to meet business needs.

QUALIFICATIONS

• High school diploma or equivalent required.
• Minimum of five years of litigation legal secretary experience.
• Strong writing, editing, and proofreading skills.
• Proficiency in Microsoft Office Suite including Word, Excel, and PowerPoint.
• Experience with document management systems such as iManage preferred.
• Strong organizational skills with the ability to prioritize work for multiple attorneys.
• Excellent verbal, written, and telephone communication skills to interact professionally with clients, attorneys, vendors, and staff.
• Ability to operate standard office equipment including computers, transcription devices, fax machines, and advanced photocopiers.
• Reliable attendance and punctuality required.

PHYSICAL REQUIREMENTS

• This position requires regular on-site attendance and is a fully in-office role.
• Ability to lift and carry items up to 25 pounds such as files, mail bins, and office supplies.
• Frequent walking, standing, and bending while organizing materials or assisting with office logistics.
• Ability to remain seated for extended periods while performing computer-based tasks.
• Regular use of a computer including extended typing and viewing a monitor.
• Operation of standard office equipment including copiers, scanners, printers, and multi-line phone systems.