Litigation Secretary- 2654727

Please send resume should you be interested in the following Litigation Secretary position located in either San Francisco or Los Angeles. This is a full-time, direct-hire position with a salary between 100-110K plus OT and awesome benefits. If you’re not interested, please pass along to your colleagues as we do pay referral fees.

Title: Litigation Secretary

Location: Los Angeles OR San Francisco

Salary: 100-110K

Hybrid: 3 days onsite/2 days WFH

Daily hours: 9am-6pm (can flex to 8-5, 8:30-5:30, etc..)

Description

The Executive Assistant/Litigation Secretary will provide secretarial and administrative support, as required.

Responsibilities:

• Prepare attorneys' correspondence, and other legal documents as requested
• Screen incoming telephone calls
• Monitor Outlook Inbox and respond to routine incoming communications
• Ability to appropriately draft information on behalf of the timekeeper with little or no direction
• Manage attorney's calendar and can manage heavy scheduling duties (i.e., schedule and organize complex activities such as meetings, travel, and seminars – both admin and litigation)
• Create and proof PowerPoint presentations, when needed
• Interact with Accounting to process monthly Bills (i.e., interact with other timekeepers and distribute bills for their review, review to ensure revisions have been made to bills, if needed, etc.)
• Administrative responsibilities: preparing expense reports, check requests, entering time into Intapp Time as requested, opening and distributing incoming mail, billing, etc.
• Able to manage extensive travel arrangements through FCM Travel (i.e., International and Domestic, last-minute travel changes, etc.) and flight check-ins
• Format/revise briefs, pleadings, and other legal documents
• Generating TOC/TOA for briefs
• Assist with manual and electronic court filings
• Serve Discovery documents
• Knowledgeable with all aspects of discovery process, e-discovery, and worked with e-discovery vendor
• Process vendor invoices for payment
• Maintain and update electronic filing system, and retrieve information from files, when needed
• Respond to regularly occurring requests for information
• Type general correspondences, memos, charts, tables, graphs, business plans, etc. Proofread copy for spelling and grammar making appropriate changes
• Volunteer to assist others in practice group and office; work harmoniously in a team environment and fosters team spirit
• Share information and expertise readily with staff members at all levels
• Schedule and coordinate complex activities such as meetings, events and seminars
• Look for ways to improve processes and/or procedures

Skills and Experience:

• High School Diploma or equivalent; some College preferred; secretarial Degree preferred
• Strong experience as an Executive Assistant/ Litigation Secretarial; work experience in a legal or professional services environment
• Experience with trial preparation; familiarity with certain Court Procedures, California Rules of Court, Federal Rules of Civil Procedure, etc.
• Attention to detail and accuracy
• Intermediate knowledge of Word, Excel, and PowerPoint
• Possess an Intermediate knowledge of office systems (i.e., Intapp Time, Intapp Open, etc.)
• Able to work independently prioritizing work and meeting deadlines
• Knowledge of marketing resources and relevant materials
• Excellent verbal and written English communication skills
• Actively pursue opportunities for self-development/collaboration.
• Understand Firm structure and available resources
• Some analytical ability is required to find solutions to various administrative problems and prioritize work
• Collaborates well with others at all levels
• Able to maintain professional interaction with clients
• Able to take initiative (i.e. trouble-shooting) in certain instances wherein insufficient and/or lack of instruction is provided
• Can work well under pressure with intense deadlines
• Possess solid organizational and planning skills
• Possess problem-analysis and problem-solving skills as well as judgment and decision-making ability
• Able to maintain high levels of confidentiality
• Team Player