RESPONSIBILITIES:
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