Legal Secretary - Litigation

Davis Wright Tremaine LLP•Los Angeles, CA

1d•Hybrid

About The Position

This is an exciting opportunity to work for one of the top law firms in the U.S.! Davis Wright Tremaine LLP is looking for a Legal Secretary - Litigation to join our team in our Los Angeles office. We offer a hybrid work engagement with two days of remote work, and three days in-office. This position is responsible for providing litigation secretarial support to five or more attorneys in various practice groups. Focus on providing a comprehensive range of secretarial support including typing, editing and/or formatting legal documents and correspondence, filing documents with various courts, both electronically and via messenger, arranging for service of documents on opposing counsel, coordinating schedules, client billing, new matter intake, inputting attorney time, paper and electronic file maintenance, calendar and contacts maintenance, coordinating travel arrangements, preparing expense reimbursement and other secretarial and administrative tasks as assigned. This position requires the ability to work independently at a high level, as well as in a team environment, with other secretaries and firm staff in various departments. At Davis Wright Tremaine, you will find challenging assignments, opportunities for professional growth and community involvement, and a culture of inclusion. DWT fosters inclusiveness and authenticity. Regardless of position, everyone here has a voice and the support is unparalleled.

Requirements

5+ years’ experience as a legal secretary or executive assistant required
Demonstrated strong word processing and computer skills
Proficient understanding of MS Word, MS Excel and MS Outlook required
Proofreading, NetDocs and PowerPoint skills desired
Demonstrated ability to type 75 wpm on word processing equipment with a high degree of accuracy
Exceptional organizational skills required; ability to multi-task, work under pressure and meet conflicting deadlines
Demonstrate the ability to communicate with finesse, use tact, diplomacy and discretion with firm contacts and clients
Willing to work in a team-oriented, service environment; display willingness to share firm and technical knowledge with others
High degree of attention to detail as well as initiative to learn new skills that will contribute to enhanced performance of their role
Firm commitment to providing customer service excellence

Nice To Haves

Familiarity with law firm billing processes is a plus
Experience with all MS Office 2016 products preferred
Experience with MS Office 365 is a plus

Responsibilities

Heavy court filings including service of pleadings on opposing and associated counsel, at state, federal, and appellate level and in many different venues within California and other states
Schedule remote hearings and deposition appearances, in-person depositions, appointments, and meetings
Track litigation deadlines, provide deadlines to docketing and confirm deadlines are docketed correctly
Type, proofread, format and edit correspondence and documents (e.g., pleadings, contracts, memoranda, agreements and other legal documents) under time-sensitive deadlines; some pleading drafting
Build and sustain attorney confidence by minimizing backlog and overtime while maintaining a deep understanding of their practices, goals, and firm policies.
Regularly check in with attorneys to ensure projects are on track, exercise judgment on when to seek guidance, and assign tasks to support staff while ensuring timely completion.
Communicate project status clearly to all team members.
Efficiently handle complex and demanding workflows, leveraging firm resources when necessary.
Make arrangements for messenger, overnight delivery or courier services as needed;
Schedule appointments, conference calls, meetings and maintain calendars
Open and route mail and email, attaching files and documents; save to case management system
Docket deadlines
Maintain attorney and client records
Answer, screen and respond to phone calls
Respond to attorney/clients needs with a sense of urgency, ensuring resolution with appropriate follow-up
Serve as an intermediary with clients, responding to requests and proactively addressing client service needs to strengthen relationships.
Maintain up-to-date forms and collaborate with word processing on templates.
Type, proofread, compare, and edit legal and business documents under time-sensitive deadlines. Some pleading drafting.
Work with attorneys to prioritize, organize and relieve them of administrative tasks
Run conflicts and open new client and new matter files
Make travel arrangements
Prepare and submit expense/reimbursement reports and vendor invoices
Organize and maintain files: Maintain email files, Electronic case management system, Maintain attorney and client files, both paper and electronic formats, Binders (e.g., for trial, working papers, and business development purposes)
Enter attorney time into time-keeping program and ensure release
Process and edit prebills and oversee the client billing process
Take full ownership of personal success and the success of attorneys, welcoming challenges and proactively solving problems.
Stay curious, engaged, and solution-oriented, offering ideas to enhance service, teamwork, and efficiency.
Understand firm and practice group objectives, identify opportunities to contribute, and actively participate in solutions to achieve desired goals.