Client Service Specialist (Legal Secretary)
About The Position
HireNow Staffing is seeking an experienced Client Service Specialist (Legal Secretary) to support a high-performing Litigation team within a prestigious global law firm. This hybrid role is ideal for a polished legal administrative professional who thrives in a collaborative environment, enjoys managing complex workflows, and delivers exceptional support to attorneys and clients alike. The right candidate will bring deep litigation knowledge, strong organizational instincts, and a commitment to delivering service at the highest professional standard. This position requires a candidate who is confident operating within a sophisticated legal environment and who is comfortable coordinating across multiple departments to ensure accuracy, timeliness, and seamless client experiences.
Requirements
- 6+ years of legal secretarial experience , with strong, hands-on litigation background (required).
- Experience supporting attorneys at an Am Law 100/200 firm or similarly demanding legal environment.
- Bachelor's degree preferred; equivalent experience considered.
- Advanced proficiency with MS Office (Word, Outlook, Excel, PowerPoint), PDF editing tools, and legal document management systems.
- Strong knowledge of legal billing processes, timekeeping systems, and court filing procedures.
- Exceptional written communication, proofreading accuracy, and organizational skills.
- Demonstrated stability and longevity in prior positions short employment stints will not be considered.
Nice To Haves
- Experience coordinating large-scale litigation matters, including trial preparation.
- Familiarity with e-filing platforms and litigation support technologies.
- Ability to work seamlessly with multiple attorneys and manage complex, overlapping priorities.
- A service-driven mindset with the ability to anticipate needs and maintain strict confidentiality.
Responsibilities
- Provide comprehensive administrative and client-focused support to Litigation attorneys, ensuring smooth day-to-day operations and exceptional client service.
- Serve as a key point of contact for client communications, coordinating follow-up, document needs, scheduling requests, and general inquiries with discretion and professionalism.
- Maintain an in-office presence to support collaboration, facilitate workflow, and uphold the firm's standards for responsiveness and client engagement.
- Prepare, edit, and proofread complex litigation documents including motions, briefs, exhibits, correspondence, and discovery materials.
- Manage document workflows within the firms document management system and ensure version control, accuracy, and secure handling of sensitive materials.
- Support electronic and hard-copy court filings, requiring a strong understanding of state and federal filing rules.
- Coordinate attorney calendars, meetings, depositions, and travel arrangements while anticipating needs and preventing conflicts.
- Assist with matter management including opening/closing matters, maintaining client files, and ensuring compliance with firm protocols.
- Partner across Finance, Practice Support, and Client Services teams to drive timely and accurate completion of assignments.
- Monitor attorney time entries, address discrepancies, assist with pre-bill review, and coordinate revisions.
- Process expense reports and reimbursements in accordance with firm guidelines.
- Support monthly billing cycles, ensuring accuracy, completeness, and prompt submission.
- Demonstrate sound judgment, initiative, and commitment to quality in every task.
- Adapt quickly to shifting priorities, managing multiple deadlines in a fast-paced litigation practice.
- Maintain a poised, service-oriented approach with attorneys, clients, and colleagues at all times.
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What This Job Offers
Job Type
Full-time
Career Level
Mid Level
