Please send resume should you be interested in the following Litigation Secretary position located in either San Francisco or Los Angeles. This is a full-time, direct-hire position with a salary between 100-110K plus OT and awesome benefits. If you’re not interested, please pass along to your colleagues as we do pay referral fees.
Title: Litigation Secretary
Location: Los Angeles OR San Francisco
Salary: 100-110K
Hybrid: 3 days onsite/2 days WFH
Daily hours: 9am-6pm (can flex to 8-5, 8:30-5:30, etc..)
Description
The Executive Assistant/Litigation Secretary will provide secretarial and administrative support, as required.
Responsibilities:
- Prepare attorneys' correspondence, and other legal documents as requested
- Screen incoming telephone calls
- Monitor Outlook Inbox and respond to routine incoming communications
- Ability to appropriately draft information on behalf of the timekeeper with little or no direction
- Manage attorney's calendar and can manage heavy scheduling duties (i.e., schedule and organize complex activities such as meetings, travel, and seminars – both admin and litigation)
- Create and proof PowerPoint presentations, when needed
- Interact with Accounting to process monthly Bills (i.e., interact with other timekeepers and distribute bills for their review, review to ensure revisions have been made to bills, if needed, etc.)
- Administrative responsibilities: preparing expense reports, check requests, entering time into Intapp Time as requested, opening and distributing incoming mail, billing, etc.
- Able to manage extensive travel arrangements through FCM Travel (i.e., International and Domestic, last-minute travel changes, etc.) and flight check-ins
- Format/revise briefs, pleadings, and other legal documents
- Generating TOC/TOA for briefs
- Assist with manual and electronic court filings
- Serve Discovery documents
- Knowledgeable with all aspects of discovery process, e-discovery, and worked with e-discovery vendor
- Process vendor invoices for payment
- Maintain and update electronic filing system, and retrieve information from files, when needed
- Respond to regularly occurring requests for information
- Type general correspondences, memos, charts, tables, graphs, business plans, etc. Proofread copy for spelling and grammar making appropriate changes
- Volunteer to assist others in practice group and office; work harmoniously in a team environment and fosters team spirit
- Share information and expertise readily with staff members at all levels
- Schedule and coordinate complex activities such as meetings, events and seminars
- Look for ways to improve processes and/or procedures
Skills and Experience:
- High School Diploma or equivalent; some College preferred; secretarial Degree preferred
- Strong experience as an Executive Assistant/ Litigation Secretarial; work experience in a legal or professional services environment
- Experience with trial preparation; familiarity with certain Court Procedures, California Rules of Court, Federal Rules of Civil Procedure, etc.
- Attention to detail and accuracy
- Intermediate knowledge of Word, Excel, and PowerPoint
- Possess an Intermediate knowledge of office systems (i.e., Intapp Time, Intapp Open, etc.)
- Able to work independently prioritizing work and meeting deadlines
- Knowledge of marketing resources and relevant materials
- Excellent verbal and written English communication skills
- Actively pursue opportunities for self-development/collaboration.
- Understand Firm structure and available resources
- Some analytical ability is required to find solutions to various administrative problems and prioritize work
- Collaborates well with others at all levels
- Able to maintain professional interaction with clients
- Able to take initiative (i.e. trouble-shooting) in certain instances wherein insufficient and/or lack of instruction is provided
- Can work well under pressure with intense deadlines
- Possess solid organizational and planning skills
- Possess problem-analysis and problem-solving skills as well as judgment and decision-making ability
- Able to maintain high levels of confidentiality
- Team Player
