Legal Secretary - Litigation

A prominent California-based law firm with a long-standing history of serving both public and private organizations across the state is seeking a highly organized and detail-oriented Legal Secretary to support attorneys and litigation matters.

Founded in 1979 with a single office and five attorneys, the firm has grown into an AmLaw 200 firm with more than 250 attorneys across nine offices in California. The firm is known for delivering high-quality legal services and maintaining strong relationships with clients across a variety of industries.

The Legal Secretary provides high-level administrative and secretarial support to attorneys and plays a key role in managing litigation matters from inception through resolution. This role involves preparing complex legal documents, coordinating court filings, maintaining calendars and deadlines, and organizing materials for hearings, trials, arbitrations, and mediations. This is an excellent opportunity for an experienced legal professional to contribute to a collaborative, fast-paced law firm environment.

RESPONSIBILITIES

Litigation & Legal Document Support

• Draft, edit, and finalize legal documents, correspondence, memoranda, and emails from written drafts and transcription.

• Handle e-filings and support all stages of the litigation process from initiation through trial.

• Prepare and organize documents and exhibits for court filings, hearings, arbitrations, mediations, depositions, and other legal proceedings.

• Review and proofread materials to ensure accuracy, correct grammar, and adherence to firm formatting standards.

• Create and update Tables of Contents (TOC) and Tables of Authorities (TOA).

Calendar & Administrative Coordination

• Schedule and coordinate appointments, meetings, and deadlines for attorneys.

• Maintain and monitor attorney calendars, ensuring all critical dates are recorded on the master calendar.

• Assist with new client and matter intake procedures according to firm guidelines.

• Sort, read, print, and distribute incoming mail and emails to the appropriate recipients.

• Utilize legal software, transcription equipment, and computer systems to efficiently produce and manage documents.

OTHER RESPONSIBILITIES

• Coordinate travel arrangements for attorneys including hotel accommodations, flights, and transportation.

• Assist in creating marketing materials such as pitch folders, attorney biographies, and PowerPoint presentations.

• Provide backup and overflow support to other attorneys and staff as needed.

• Maintain strict confidentiality of firm, client, and personnel information.

• Perform additional duties as assigned to support business needs.

QUALIFICATIONS

• High school diploma or equivalent required.

• Minimum of five years of litigation legal secretary experience.

• Strong writing, editing, and proofreading skills.

• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint).

• Experience with document management systems such as iManage preferred.

• Strong organizational skills with the ability to prioritize work for multiple attorneys.

• Excellent verbal, written, and telephone communication skills to interact professionally with clients, attorneys, vendors, and staff.

• Ability to operate office equipment including computers, transcription devices, fax machines, and advanced photocopiers.

• Reliable attendance and punctuality required.

WORK ENVIRONMENT AND PHYSICAL REQUIREMENTS

• This position requires regular on-site attendance and is a fully in-office role.

• Ability to lift and carry items up to 25 pounds, including files, mail bins, and office supplies.

• Frequent walking, standing, and bending when organizing materials or assisting with office logistics.

• Ability to remain seated for extended periods while performing computer-based tasks.

• Regular use of a computer including extended typing and viewing a monitor.

• Operation of standard office equipment including copiers, scanners, printers, and multi-line phone systems.