Legal Support Specialist - Litigation

Legal Support Specialist

Greenberg Traurig (GT), a global law firm with locations across the world in 15 countries, has an exciting employment opportunity for you. We offer competitive compensation and an excellent benefits package, along with the opportunity to work within an innovative and collaborative environment.

Join our Litigation Team as a Legal Support Specialist located in our Los Angeles office.

We are seeking a highly skilled professional who thrives in a fast-paced, deadline-driven environment. The ideal candidate possesses strong problem-solving and decision-making abilities, ensuring efficiency and accuracy in every task. With a dedicated work ethic and a can-do attitude, you will take initiative and approach challenges with confidence and resilience. Excellent communication skills are essential for collaborating effectively across teams and delivering exceptional client service. If you are someone who demonstrate initiatives, adaptability, and innovation, we invite you to join our team.

This role will be based in our Los Angeles office, on an in-office basis. Regular in-office presence is required for day-to-day operations, as well as for team meetings, training opportunities, and relationship building.

Position Summary

This position provides high-level secretarial and administrative support to three or more attorneys. Assist attorneys in preparing litigation cases from onset through post-trial; document production and management, data mining, research; obtaining and organizing case files on a daily basis; preparing, organizing and maintaining deposition materials and summaries; assisting with trial and mediation preparations; may enter time; assist with document production including creation and editing of various legal forms, correspondence and documents. Candidate should also be flexible to work overtime as needed.

Key Responsibilities

• Handles scheduling and travel arrangements. Schedules court appearances, depositions, arbitrations, mediations, client meetings and conference calls; arranges business itineraries and coordinates lawyers' travel arrangements; processes travel reimbursement, maintains calendar and due dates for lawyers as required
• Organizes and coordinates flow of information. Sorts, reads and annotates incoming mail and documents as required - attaches appropriate file to facilitate necessary action; determines routing, signatures required, and maintains follow-ups. Answers phones and directs callers to appropriate persons as circumstances warrant
• Types and composes general correspondence, memos, legal documents, faxes, reports, etc. from various sources (e.g., handwritten notes, tape dictation). Prepares communications outlined by lawyer in oral or written directions. Responsible for accuracy and clarity of final copy. Correlates and edits materials submitted by others. Organizes material that may be presented to lawyers in draft format. Ensures that all correspondence or other documentation is dispatched in a timely manner (via mail, messenger, express delivery services, etc.)
• Prepares draft documents such as briefs, complaints, motions, subpoenas, summonses, using firm templates and information from attorneys. Prepares motion binders and special working binders
• Formats documents as appropriate for each court (consistent with litigator filing requirement instructions)
• Coordinates multi-document filings in Federal, Circuit and State courts, including E-filings
• Establishes and maintains filing and records, in both hard copy and electronic formats. Files information in a timely manner. Retrieves information from files as requested. Sends files to storage on a periodic basis.
• Enters lawyers' time as needed and sends to accounting by month-end deadlines. Prepares client billing as required
• Researches and abstracts information and support data in preparation for meetings, work projects, and reports
• Takes action authorized by Lawyer or Business Director using initiative and good judgment in handling matters
• Notifies appropriate parties the status of assigned lawyers; notifies Business Director about availability to assist with overflow work
• Assists attorneys in all stages of litigation cases from onset through post-trial
• Ascertains calendaring requirements for each matter and ensures proper maintenance of any required case calendars
• Oversees organization, maintenance and appropriate utilization of documents and other case-related materials, including maintenance of client-presentable and efficient work areas and case rooms
• Assists with the discovery process, including preparing for deposition, propounding and responding to written discovery and preparing for expert discovery
• Oversees and conducts document reviews; prepares documentation regarding criteria changes; tracks and reports on review progress and results
• Performs analytical tasks, including preparing witness interview memoranda, reviewing and summarizing documents and deposition and court transcripts and creating and using substantive coding tools
• Assists with law and motion practice, including assembling motion papers and exhibits, coordinating filings of pleadings and briefs and ensuring proper service
• Performs and oversees both simple and complex cite checking and proof reading of briefs and other legal documents
• Assists with trial preparation, including creating trial notebooks, identifying and organizing exhibits, coordinating witness schedules, maintaining trial calendars and communicating effectively with opposing counsel and courtroom staff
• Assists with printing, scanning, organizing exhibit binders, preparing UPS labels and certified letters
• Assists with other department activities as needed, and performs additional duties and responsibilities as assigned

Qualifications

Skills & Competencies

• Established understanding of litigation laws as they relate to individuals, partnerships and corporations
• Proficiency with rules for court document filings
• Comprehension of a variety of legal court documents, including complaints, answers, rulings, judgments, affidavits, motions, appeals, table of contents/authorities, subpoenas, court dockets, reports, memos and correspondence
• Strong ability to maintain high standards, use good judgment and seek out ways to contribute and anticipate needs
• Strong attention to detail, organizational skills and ability to manage time effectively
• Excellent interpersonal skills, communication skills and the ability to collaborate well in a team
• Position also requires the ability to work under pressure to meet strict deadlines
• Requires manual dexterity to dial a telephone, enter data into a computer, handle objects and operate tools.
• Some filing is required and this would entail the ability to lift files, open filing cabinets and bend or stand as necessary
• While performing the duties of this job, the employee is occasionally required to walk from work station, to desk or to go to various offices to retrieve assignments. This position may also be sedentary and require the employee to sit for extended periods of time

Education & Prior Experience

• Bachelor's Degree or equivalent experience preferred
• Minimum 10 years of experience as a legal secretary, working in a business law practice in the firm's Litigation department
• Experience with iManage preferred

Technology

• Computer proficiency in Microsoft Office Suite applications including Word, PowerPoint, Excel and Outlook, as well as document management and other office technologies, expertise in e-filing
• Exceptional computer skills with the ability to learn new software applications quickly

The expected pay range for this position is:

$46.15 to $53.33 per hour

Actual pay will be adjusted based on experience, location, and other job-related factors permitted by law. Full time employees may be eligible for a discretionary bonus, health insurance with an optional HSA, short term disability, long term disability, dental insurance, vision care, life insurance, Healthcare and Dependent Care Flexible Spending Accounts, 401K, vacation, sick time, and an employee assistance program. Additional voluntary programs include: voluntary accident insurance, voluntary life, voluntary disability, voluntary critical illness and cancer insurance and pet insurance. Commuter and Transit programs may also be available in certain markets.

Pursuant to the Los Angeles County Fair Chance Ordinance for Employers and the California Fair Chance Act, we will consider qualified applicants with arrest or conviction records for employment.

GT is an EEO employer with an inclusive workplace committed to merit-based consideration and review without regard to an individual's race, sex, or other protected characteristics and to the principles of non-discrimination on any protected basis.