Litigation Secretary Job at Binding Minds Inc. (Certified Disability Owned Busin

Job Title: Litigation Legal Secretary

Job Type: Full Time/Permanent

Job Location: San Francisco

Job Shift: Hybrid (3 days onsite/2 days remote)

Job Description:

Guided by department objectives and priorities, performs a variety of secretarial tasks to support assigned attorneys and other timekeepers. Provides a high level of client service and support while producing a high volume of consistently excellent work products. Maintains a general knowledge of the Firm’s practice areas and a specialized knowledge of the assigned attorneys’ practice area(s) and clients to enhance and promote communication between attorneys and their clients and to provide excellent, personalized service to support attorney/client relationships. Ensures client service and satisfaction are attained in all areas of position.

Secretarial Support

• Assist in all stages of a matter, from case inception through trial or resolution.
• Coordinate the management of case documents, including organizing, reviewing, and producing documents.
• Prepare court filings, including proofreading, confirming Bluebook citations, and assembling exhibits and appendices.
• Support deposition preparation, including creating witness files, exhibits, notices, and subpoenas.
• Assist with trial preparation and logistics, including managing witness files and exhibits.
• Travel to U.S. trial locations as needed, potentially several trials annually, with travel requirements varying depending on trial schedules.
• Serve as an onsite liaison for trial team during trials, ensuring smooth operations and efficient communication.
• Maintain professional client relationship management with external clients, ensuring prompt and efficient communication.
• Create, edit, and proofread complex, practice-specific legal documents, forms, and correspondence, ensuring accuracy and completeness.
• Collaborate with Paralegals on preparing or coordinating Responses to Auditor Requests and assisting with Opinion Letters.
• Create and maintain client and matter lists, as well as communication lists for seamless tracking.
• Organize and maintain physical and electronic documents, ensuring timely filing and retrieval. Use firm software to manage emails and files accurately.
• Schedule appointments and manage calendar dates in Outlook, maintaining up-to-date contacts.
• Assist with timenote entry, including inputting, editing, proofreading, and closing them daily.
• Demonstrate proficiency with online resources to perform basic legal research and retrieve case information.
• Use firm software to open new matters, prepare engagement letters, and process conflict reports.
• Collaborate with Client Account Managers and timekeepers to manage billing processes, including editing prebills, generating reports, sending final invoices, and assisting with collection efforts when needed.
• Coordinate client, matter, and timekeeper inquiries and file transfer requests, and assist with client disengagements.

Education and Experience

• High School Diploma required; Associate Degree preferred.
• Minimum 3 years of experience as a Litigation Secretary in a fast-paced legal environment..
• Flexibility to travel for trials and adapt to varying schedules.
• Experience working in a large law firm preferred. IP Litigation support experience a plus