Legal Secretary

Liebert Cassidy Whitmore, a leading California law firm with a strong focus on labor, employment, and education law, proudly represents public agencies throughout the state. We are seeking an experienced and detail-oriented Legal Secretary to join our San Diego office. This role offers an exciting opportunity to contribute to high-quality legal work in a collaborative and professional environment.

Position Overview

The Legal Secretary will provide comprehensive administrative and secretarial support to attorneys handling both litigation and nonlitigation matters. The ideal candidate is detail oriented, proactive, and experienced in litigation procedures, while also skilled in managing administrative matters and day-to-day attorney support with accuracy and efficiency.

Responsibilities and Duties

• Provide administrative and secretarial support across all firm practice groups, including, but not limited to, Litigation, Business and Facilities, Education, Investigations, and Public Safety.
• Prepare, format, edit, and proofread legal and administrative documents, including correspondence, memoranda, reports, agreements, policies, pleadings, briefs, motions, and discovery, ensuring accuracy and, when applicable, compliance with court rules and filing requirements.
• Support workplace investigations matters, including scheduling interviews, organizing supporting documents and exhibits, and assisting with the preparation and distribution of reports.
• Assist with administrative proceedings and matters before government agencies, governing boards, hearing officers, and other administrative bodies, including preparing and submitting documents, coordinating hearings and meetings, and tracking applicable deadlines.
• Handle correspondence with clients, courts, opposing counsel, and other parties in a professional and timely manner.
• Coordinate meetings, appointments, conferences and travel arrangements.
• Manage attorney calendars, including scheduling court appearances, depositions, client meetings, and internal and external deadlines.
• Generate Tables of Contents and Tables of Authorities in accordance with the Bluebook and the California Style Manual.
• Prepare and assemble exhibits for service, filing, and hearings, ensuring proper organization and presentation.
• File and serve documents in federal and state courts, including electronic filing, and coordinate with filing services as needed.
• Collaborate with the calendar clerk to calculate, confirm, and independently verify litigation deadlines based on applicable court rules and filings.
• Coordinate court reporters, videographers, interpreters, and hearing logistics, including confirming remote appearance procedures when applicable.
• Assist with trial preparation, including organizing trial binders, exhibits, witness materials, and related logistics.
• Conduct research regarding court procedures, local rules, and filing requirements as needed.
• Coordinate new matter intake and file opening procedures, including submitting conflict check requests and ensuring accurate matter setup in accordance with firm protocols.
• Maintain and organize case files within the firm’s document management system, ensuring accuracy, consistency, and accessibility.
• Manage file closing procedures in accordance with firm policies and records retention guidelines, ensuring proper documentation and file organization.

Qualifications

• Minimum of 5 years of experience as a legal secretary, including substantial experience supporting civil litigation matters and experience supporting administrative proceedings, investigations, or other nonlitigation matters.
• Advanced knowledge of California state and federal court rules, litigation procedures, calendaring requirements, deadline calculation, and filing requirements, along with familiarity with administrative agency procedures.
• Advanced proficiency in Microsoft Office Suite, particularly Word for complex document formatting, styles, and document comparison.
• Experience with document management systems and legal software, including e-filing platforms such as PACER and OneLegal.
• Exceptional organizational and time management skills, with the ability to manage multiple priorities in a deadline driven environment.
• Excellent written and verbal communication skills.
• Demonstrated ability to exercise discretion, maintain confidentiality, and work independently with minimal supervision.

Preferred Qualifications

• Experience supporting attorneys in litigation, administrative proceedings, workplace investigations and other nonlitigation matters.
• Familiarity with federal and state court procedures and administrative agency procedures, including PERB and OAH filings and hearings.
• Experience supporting clients across multiple practice areas is a plus.

Why Join Liebert Cassidy Whitmore?

At Liebert Cassidy Whitmore, we pride ourselves on fostering a culture of collaboration, respect, and professional growth. Our firm offers a dynamic work environment with opportunities for career development, competitive compensation, and comprehensive benefits.