Legal Secretary - Litigation/Transcational

Legal Secretary

Litigation & Transactional Support:

• Prepare, revise, proofread, and finalize complex legal documents, pleadings, correspondence, memoranda, and emails from drafts and transcription
• Handle e-filings in state and federal courts and administrative agencies while ensuring compliance with court rules and filing procedures
• Support all stages of litigation matters from case initiation through trial preparation and resolution
• Assemble exhibits, pleadings, discovery materials, and supporting documentation for hearings, arbitrations, mediations, depositions, recordings, and other legal proceedings
• Create, update, and maintain Tables of Contents (TOC) and Tables of Authorities (TOA)
• Ensure legal documents comply with firm formatting standards, filing requirements, and critical deadlines
• Maintain litigation files, case records, and legal documentation in accordance with firm procedures
• Utilize legal software, transcription equipment, and document management systems to efficiently manage workflow and documentation

Administrative & Operational Support:

• Manage attorney calendars, scheduling appointments, meetings, hearings, and litigation deadlines
• Maintain master calendars and monitor critical case-related deadlines to ensure timely filings and appearances
• Coordinate travel arrangements for attorneys including airfare, hotels, transportation, and itineraries
• Prepare and process new client and matter intake requests in accordance with firm policies and procedures
• Sort, review, print, and distribute incoming mail, correspondence, and emails to appropriate recipients
• Organize and prepare materials for meetings, presentations, and legal proceedings
• Assist with the preparation of marketing and business development materials including attorney biographies, pitch folders, and PowerPoint presentations
• Provide backup and overflow support to attorneys and administrative staff as needed

Additional Support:

• Maintain confidentiality of sensitive firm, client, and personnel information
• Collaborate effectively with attorneys, clients, vendors, and staff in a professional and team-oriented manner
• Prioritize and manage multiple assignments and competing deadlines in a high-volume legal environment
• Deliver exceptional administrative and client service support across the firm
• Perform additional duties and special projects as assigned to support business needs

Qualifications:

• High School Diploma or equivalent required
• Minimum of 5 years of litigation secretary experience in a law firm environment
• Strong knowledge of litigation procedures, court rules, legal terminology, and e-filing requirements
• Excellent writing, editing, proofreading, and formatting skills
• Advanced proficiency in Microsoft Office Suite including Word, Excel, PowerPoint, and Outlook
• Familiarity with document management systems such as iManage and Best Authority preferred
• Strong organizational and time management skills with the ability to support multiple attorneys simultaneously
• Excellent verbal, written, and interpersonal communication skills
• Ability to work independently while maintaining accuracy and attention to detail
• Professional demeanor with strong discretion and confidentiality standards
• Reliable attendance, punctuality, and flexibility to work overtime as needed

Work Environment:

• Fully onsite role in Irvine, CA with regular and reliable attendance required
• Fast-paced litigation and transactional legal support environment
• Collaborative and team-oriented workplace with frequent cross-functional interaction
• Frequent use of computers, transcription equipment, copiers, scanners, printers, and phone systems
• Prolonged periods of sitting with occasional standing, walking, bending, kneeling, and lifting office materials as needed
• Availability to work more than 40 hours per week when required

Benefits:

• Competitive salary and comprehensive benefits package
• Medical, Dental, and Vision Insurance
• Retirement savings plan options
• Paid Time Off (PTO)
• Professional development and career growth opportunities
• Additional firm-sponsored benefits