Legal Secretary

RESPONSIBILITIES:

Legal Document Preparation & Litigation Support:

• Prepare, revise, format, and finalize complex legal documents, correspondence, memoranda, and emails from written drafts and transcription.

• Handle e-filings and provide administrative support throughout all stages of litigation, from case initiation through trial.

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

• Proofread documents for accuracy, grammar, consistency, and compliance with Firm formatting standards.

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

Calendar & Case Management:

• Schedule and coordinate attorney appointments, meetings, and deadlines.

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

• Prepare and process new client and matter intakes in accordance with Firm procedures.

• Support the efficient management of litigation matters from inception through resolution.

Administrative & Office Support:

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

• Arrange attorney travel, including hotel accommodations, airfare, and ground transportation.

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

• Provide backup and overflow coverage for other attorneys and staff as needed.

• Maintain confidentiality of Firm, client, and personnel information.

• Perform additional duties as assigned to support business needs.

Marketing & Presentation Support:

• Assist with the creation and assembly of marketing materials, including pitch folders, attorney biographies, and PowerPoint presentations.

QUALIFICATIONS:

• High School Diploma or equivalent.

• Minimum of five years of legal secretary experience.

• Strong writing, editing, and proofreading skills.

• Proficiency in Microsoft Office Suite, including Word, Excel, and PowerPoint.

• Familiarity with document management systems such as iManage preferred.

• Familiarity with Best Authority preferred.

• Strong organizational skills with the ability to prioritize and manage workloads for multiple attorneys.

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

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

• Consistently reliable attendance and punctuality.

BENEFITS:

• Full-time employment with a standard 40-hour work week.

• Overtime as needed.

WORK ENVIRONMENT:

• Fully in-office position with regular on-site attendance required in Irvine, CA.

• Fast-paced law firm environment supporting multiple attorneys and litigation matters.

• Requires extended periods of computer use, typing, and viewing a monitor.

• Frequent walking, standing, and bending, particularly when organizing files, materials, or onboarding logistics.

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

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

• Requires the ability to remain seated for extended periods while performing computer-based and clerical tasks.

• Additional overtime may be required based on business needs.