Legal Secretary
About The Position
Atkinson, Andelson, Loya, Ruud & Romo (AALRR) is a California-based AmLaw 200 law firm providing legal services to public and private organizations throughout the state. Founded in 1979, the firm has grown from one office and five attorneys to more than 300 attorneys across ten California offices. The Legal Secretary provides high-level administrative and secretarial support to attorneys and helps manage litigation matters from inception through resolution. The role drafts, revises, and finalizes complex legal documents; prepares and executes e-filings in state and federal courts and with administrative agencies; maintains case calendars and tracks critical deadlines; and organizes materials for hearings, trials, arbitrations, and mediations. The position calls for attention to detail, strong organization, and the ability to manage multiple cases and priorities in a fast-paced law firm environment. The successful candidate will have knowledge of litigation procedures, court rules, e-filing requirements, and legal terminology, as well as professionalism, discretion, and initiative. This is a fully in-office role requiring regular onsite attendance. The position involves a standard 40-hour work week, with additional overtime as needed, and may require lifting and carrying items up to 25 pounds, frequent walking, standing, and bending, and extended periods of sitting and computer use.
Requirements
- High school diploma or equivalent.
- At least five years of litigation secretary experience.
- Strong writing, editing, and proofreading skills.
- Proficiency in Microsoft Office Suite, including Word, Excel, and PowerPoint.
- Strong organizational skills and the ability to prioritize work for multiple attorneys.
- Excellent verbal, written, and telephone communication skills for professional interaction with clients, attorneys, vendors, and staff.
- Ability to operate standard office equipment, including computers, transcription devices, fax machines, and photocopiers with advanced functions.
- Reliable attendance and punctuality.
- Ability to lift and carry items weighing up to 25 pounds.
- Ability to work a standard 40-hour week and additional overtime as needed.
Nice To Haves
- Familiarity with document management systems such as iManage.
Responsibilities
- Prepare, revise, and format legal documents, correspondence, memoranda, and emails from written drafts and transcription.
- Handle e-filings and support all stages of litigation, from initiation through trial.
- Assemble documents and exhibits for court filings, recordings, hearings, arbitrations, mediations, depositions, and other proceedings.
- Proofread documents for accuracy, grammar, and compliance with Firm formatting standards.
- Create and update Tables of Contents (TOC) and Tables of Authorities (TOA).
- Schedule and coordinate attorneys’ appointments, meetings, and deadlines.
- Maintain and monitor attorney calendars and ensure critical dates are recorded on the master calendar.
- Prepare and process new client and matter intakes according to Firm procedures.
- Use computers, transcription equipment, and legal software to produce and manage documents.
- Arrange attorney travel, including hotels, airfare, and ground transportation.
- Sort, read, print, and distribute incoming mail and emails to appropriate recipients.
- Assist in creating and assembling marketing materials, including pitch folders, attorney biographies, and PowerPoint presentations.
- Provide backup and overflow coverage to other attorneys and staff as needed.
- Maintain the confidentiality of Firm, client, and personnel information.
- Perform additional duties as assigned to meet business needs.
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What This Job Offers
Job Type
Full-time
Career Level
Mid Level
Education Level
High school or GED
