Legal Practice Coordinator – Litigation (Legal Secretary)

Pillsbury Winthrop Shaw Pittman LLP•San Francisco, CA

1d•Hybrid

About The Position

The San Francisco office of Pillsbury Winthrop Shaw Pittman LLP is seeking a highly organized and diligent Legal Practice Coordinator (formerly Legal Secretary) to support our Litigation department. This role is essential to the smooth operation of the office, requiring a professional who can work effectively both independently and as part of a collaborative team. The successful candidate will support multiple attorneys by managing competing priorities, tracking critical deadlines to ensure timely court filings, and representing the firm with excellence when interacting with clients and officials. Maintaining the highest standards of confidentiality and discretion is a fundamental requirement of this position. This position reports to the Senior Human Resources Manager and the current in-office requirement is a minimum of 3 days per week. Primary Responsibilities This position will support attorneys in our Litigation Practice Group. The qualified candidate must have substantive knowledge, understanding and experience in litigation including, but not limited to, e-filing in various jurisdictions, managing multiple cases and various administrative support tasks. Perform a variety of administrative duties such as calendar management, answering phones and emails, arranging travel, coordinating meeting logistics, opening new matters, time entry, expense reports, billing and assisting with business development activities Support all aspects of a case, including case management, depositions, arbitrations, mediations and trials, including handling logistics and supporting at trial as necessary Strong technical skills needed to prepare and proofread legal documents and correspondence for accuracy, grammar, and formatting Demonstrate ability to work effectively with others in a cooperative, enthusiastic and friendly manner to accomplish position functions and participate in team efforts Provide overall proactive, professional and detailed service to both internal and external contacts

Requirements

Substantive knowledge, understanding and experience in litigation including, but not limited to, e-filing in various jurisdictions, managing multiple cases and various administrative support tasks
Advanced proficiency in MS Office (Word, Excel, Outlook), Adobe Acrobat, and DocuSign
Proficiency with Document Management Systems, such as NetDocuments or iManage
Experience using dictation and transcription software
Accurate typing speed of 50–80 wpm
Exceptional Communication: Strong written and verbal skills for professional correspondence and document preparation
Workload Management: Proven ability to support multiple attorneys and successfully manage competing deadlines and priorities
Organizational Excellence: Superior time management skills with extreme attention to detail and accuracy
Judgment & Discretion: Ability to handle sensitive, confidential information with high levels of diplomacy and discretion
Adaptability: Proven ability to deliver high-quality work in a fast-paced legal environment
Client Service: A commitment to high standards of excellence and a proactive, problem-solving approach
5+ years of litigation experience in BigLaw, including deep knowledge of State and Federal court rules and civil procedures
Proven expertise in electronic filing (e-filing) across various jurisdictions

Nice To Haves

Bachelor’s degree or Legal Secretary Certificate preferred but not required
Experience in IP litigation and trial preparation is highly desirable

Responsibilities

Perform a variety of administrative duties such as calendar management, answering phones and emails, arranging travel, coordinating meeting logistics, opening new matters, time entry, expense reports, billing and assisting with business development activities
Support all aspects of a case, including case management, depositions, arbitrations, mediations and trials, including handling logistics and supporting at trial as necessary
Prepare and proofread legal documents and correspondence for accuracy, grammar, and formatting
Work effectively with others in a cooperative, enthusiastic and friendly manner to accomplish position functions and participate in team efforts
Provide overall proactive, professional and detailed service to both internal and external contacts