Legal Secretary

Legal SecretaryAtkinson, Andelson, Loya, Ruud & Romo (AALRR) is a California-based AmLaw 200 law firm dedicated to providing legal services to both public and private organizations throughout the state. Established in 1979, with one office and five attorneys, AALRR has grown to more than 300 attorneys in ten offices throughout California.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 is responsible for drafting, revising, and finalizing complex legal documents; preparing and executing e-filings in state and federal courts and with administrative agencies; maintaining case calendars and tracking critical deadlines; and organizing materials for hearings, trials, arbitrations, and mediations. The role demands exceptional attention to detail, advanced organizational skills, and the ability to manage multiple cases and priorities in a fast-paced law firm environment. The ideal candidate will possess strong knowledge of litigation procedures, court rules, e-filing requirements, and legal terminology, along with professionalism, discretion, and initiative to anticipate the needs of attorneys and clients.Essential Duties and ResponsibilitiesPrepare, revise, and format legal documents, correspondence, memoranda, and emails from written drafts and transcriptionHandle e-filings and support all stages of the litigation process, from initiation through trialAssemble documents and exhibits for court filings, recordings, hearings, arbitrations, mediations, depositions, and other proceedingsProofread documents to ensure accuracy, correct grammar, and compliance with Firm formatting standardsCreate and update Tables of Contents (TOC) and Tables of Authorities (TOA)Schedule and coordinate appointments, meetings, and deadlines for attorneysMaintain and monitor attorney calendars, ensuring all critical dates are recorded on the master calendarPrepare and process new client/matter intakes per Firm proceduresUtilize computers, transcription equipment, and legal software to efficiently produce and manage documentsArrange travel for attorneys, including hotel, airfare, and ground transportationSort, read, print, and distribute incoming mail and emails to appropriate recipientsAssist with the creation and assembly of marketing materials such as pitch folders, attorney biographies, and PowerPoint presentationsProvide backup and overflow coverage to other attorneys and staff as neededMaintain confidentiality of all Firm, client, and personnel informationAdditional duties may be assigned as required to meet business needsQualifications and RequirementsHigh School Diploma or equivalentMinimum of five years of litigation secretary experienceStrong writing, editing, and proofreading skillsProficiency in Microsoft Office Suite (Word, Excel, PowerPoint); familiarity with document management systems such as iManage preferred; experience with Best Authority preferredStrong organizational skills with the ability to prioritize workload for multiple attorneysExcellent verbal, written, and telephone communication skills to interact professionally with clients, attorneys, vendors, and staffAbility to operate standard office equipment, including computers, transcription devices, fax machines, and photocopiers with advanced functionsConsistently reliable in attendance and punctualityPhysical RequirementsThis position requires regular, on-site attendance and is designated as a fully in-office role.Ability to lift and carry items up to 25 pounds, such as office supplies, files, mail bins, and packages.Frequent walking, standing, and bending, particularly when assisting with onboarding logistics, or organizing materials.Ability to remain seated for extended periods while performing computer-based and clerical tasks.Regular use of a computer, including extended periods of typing and viewing a monitor.Operation of standard office equipment, including copiers, scanners, printers, and multi-line phone systems.Ability to work a standard 40-hour workweek, with additional overtime as needed.Salary Range: $80,000 - $92,000 Annually