Litigation Secretary

Legal Secretary

Position Summary

The Legal Secretary provides high-level administrative and secretarial support to attorneys, ensuring the efficient management of litigation matters from inception through resolution. This position plays a critical role in supporting attorneys through all phases of litigation by preparing legal documents, managing court filings, maintaining case calendars, coordinating deadlines, and organizing materials for hearings, mediations, arbitrations, depositions, and trials.

The ideal candidate is highly organized, detail-oriented, and capable of managing multiple priorities in a fast-paced law firm environment. Strong knowledge of litigation procedures, court rules, e-filing requirements, and legal terminology is essential. This individual must demonstrate professionalism, sound judgment, discretion, and the ability to anticipate the needs of attorneys and clients.

Essential Duties and Responsibilities

• Prepare, revise, format, and finalize legal documents, correspondence, memoranda, pleadings, and email communications from drafts, handwritten notes, and transcription.
• Manage all aspects of e-filing in state and federal courts, ensuring compliance with court rules and filing deadlines.
• Support attorneys through all stages of litigation, from case initiation through trial and resolution.
• Assemble and prepare exhibits, binders, and supporting documents for court filings, administrative hearings, arbitrations, mediations, depositions, and trials.
• Proofread legal documents for accuracy, grammar, formatting consistency, and compliance with firm standards.
• Create, edit, and maintain Tables of Contents (TOC) and Tables of Authorities (TOA).
• Coordinate attorney schedules, appointments, meetings, court appearances, and deadlines.
• Maintain and monitor attorney calendars, ensuring all critical deadlines and court dates are accurately tracked and recorded.
• Prepare and process new client and matter intake documentation in accordance with firm procedures.
• Utilize legal software, document management systems, and transcription equipment to efficiently create and manage legal documents.
• Arrange attorney travel, including airfare, hotel accommodations, ground transportation, and itinerary preparation.
• Review, sort, print, and distribute incoming mail and electronic correspondence.
• Assist with the preparation of client presentations, pitch materials, attorney biographies, and PowerPoint presentations.
• Provide administrative support and backup coverage to attorneys and staff as needed.
• Maintain strict confidentiality of all client, firm, and personnel information.
• Perform additional duties and special projects as assigned.

Qualifications

• High School Diploma or equivalent required.
• Minimum of five (5) years of legal secretary experience, preferably supporting litigation attorneys.
• Strong knowledge of state and federal court procedures, litigation practices, and e-filing requirements.
• Excellent writing, editing, proofreading, and document formatting skills.
• Advanced proficiency in Microsoft Office Suite, including Word, Excel, Outlook, and PowerPoint.
• Experience with document management systems, including iManage, preferred.
• Experience with Best Authority or similar TOA/TOC software preferred.
• Ability to prioritize and manage competing deadlines while supporting multiple attorneys.
• Strong organizational skills and exceptional attention to detail.
• Excellent verbal, written, and interpersonal communication skills.
• Ability to maintain professionalism and confidentiality when interacting with clients, attorneys, court personnel, vendors, and staff.
• Ability to work independently, exercise sound judgment, and proactively anticipate attorney needs.

Key Competencies

• Litigation Support
• E-Filing (State and Federal Courts)
• Calendar and Deadline Management
• Document Production and Formatting
• Trial Preparation
• Time Management and Organization
• Attention to Detail
• Client Service
• Multitasking in a Fast-Paced Environment
• Professionalism and Confidentiality
• Team Collaboration

All qualified applicants will receive consideration for employment without regard to race, color, national origin, age, ancestry, religion, sex, sexual orientation, gender identity, gender expression, marital status, disability, medical condition, genetic information, pregnancy, or military or veteran status. We consider all qualified applicants, including those with criminal histories, in a manner consistent with state and local laws, including the California Fair Chance Act, City of Los Angeles' Fair Chance Initiative for Hiring Ordinance, Los Angeles County Fair Chance Ordinance, and San Francisco Fair Chance Ordinance.