Legal Secretary - Defense Litigation

Hinshaw & Culbertson•Iselin, NJ

6d•Hybrid

About The Position

The Legal Secretary provides advanced administrative and litigation support to attorneys practicing in defense litigation. The role requires extensive knowledge of state and federal court procedures, litigation deadlines, e-filing requirements, and legal document preparation. The ideal candidate is highly organized, attentive to detail, and able to manage multiple priorities in a fast-paced defense litigation environment while maintaining professionalism and confidentiality. The current hybrid schedule requires working from the Iselin, New Jersey office at least three times per week.

Requirements

At least five years of legal litigation secretarial experience.
Strong organizational skills.
Knowledge of, or ability to learn, office procedures, rules, and regulations.
Knowledge of Outlook, Word, Excel, PowerPoint, Adobe, and relevant software applications.
Knowledge of state and federal court rules, including e-filing, and applicable local rules pertaining to litigation.
Ability to communicate effectively and accurately orally and in writing.
Ability to apply departmental rules, complex regulations, and procedures correctly.
Ability to maintain confidentiality and strong attention to detail.
Ability to work under pressure and meet time-sensitive requirements.
Ability to proofread and edit routine law office documents.
Ability to transcribe legal documents, correspondence, and reports from written drafts or dictation at 70 words per minute.
Ability to organize and prioritize multiple tasks and complete them within time constraints.
Ability to solve problems and work well in a team environment.
Interpersonal and customer service skills to communicate professionally with and follow instructions from a diverse group of clients, external entities, attorneys, management, and staff.
Ability to work overtime periodically to perform the essential duties of the position.
Ability to work in the Iselin, New Jersey office at least three times per week under the current hybrid schedule.

Responsibilities

Prepare, edit, and file letters, memoranda, pleadings, motions, discovery, agreements, subpoenas, and other legal documents.
File court documents, including through e-filing systems.
Transcribe material from electronic dictation programs, tapes, and handwritten documents.
Update and maintain databases, including email lists, iCreate information, and client matter lists.
Read, distribute, and electronically file incoming mail for assigned attorneys.
Open new files, check conflicts of interest, and maintain client and general files.
Periodically review files for possible closure or off-site storage.
Greet clients and visitors and maintain a professional appearance and demeanor.
Maintain positive client relations and provide customer service while preserving attorney-client confidentiality.
Establish and maintain calendars and deadline reminder systems, including recording court and deposition dates.
Coordinate with attorneys, secretaries, and docketing personnel to ensure calendar accuracy.
Schedule appointments and make business travel arrangements.
Keep other administrative support staff informed of deadlines, attorney travel plans, and related matters.
Perform other related duties and special projects as assigned.