Legal Secretary Job at APR Consulting in Newport Beach

Overview

A law firm is looking for a Legal Secretary (Direct Hire) in Newport Beach, CA. Location: Newport Beach, CA. Hybrid (1-day remote work) available after 90 days.

Base pay range: $30.00/hr - $45.00/hr

Our client is an established mid-sized law firm with 5 offices throughout California and Nevada. The firm provides a full range of transaction and litigation services and represents a broad spectrum of clients, from major multinational corporations and financial institutions to family-owned small businesses and private individuals.

Position: Legal Secretary (Direct Hire)

About the Role

• The Legal Secretary supports attorneys by assisting in the preparation, service, and filing of legal documents, maintaining files and calendars, and performing general administrative/clerical duties.
• The ideal candidate is organized, accountable, independent, reliable, professional, and communicates well with attorneys, management, and the legal support team. Strong problem‑solving, written and verbal communication, and multi‑tasking skills are important.

Job Responsibilities

• Prepare documents from written and oral dictation; draft and revise documents, forms, and other items as required.
• Schedule couriers, notarial services, court reporters, and other special functions as needed.
• Transmit documents to clients, courts, and other agencies by appropriate method of service.
• Open, review, and direct incoming mail.
• Compose, type, and distribute correspondence, including e-mail and faxes, using initiative as assigned.
• Organize and maintain electronic file systems; process documents for filing.
• Answer and screen telephone calls, assist callers where possible without giving legal advice; arrange conference calls.
• Coordinate attorney appointments and due date calendars; communicate dates to appropriate parties.
• Prepare jury instructions and trial binders; coordinate trial exhibits.
• Arrange travel and prepare expense reports.
• Process client disbursements, expense reports, and timesheets; ensure billable hours are input timely.
• Conduct research as requested using appropriate sources; assist with development and implementation of office systems and procedures.
• Assist with special projects and perform general clerical duties including filing, photocopying, faxing, and mailing as needed.
• Maintain professionalism in handling confidential and sensitive issues; perform other related duties as assigned by management.

About You

• Dedicated, detail-oriented, and customer-service savvy; able to interact with a wide range of staff.
• Aptitude in identifying and resolving issues in file resolution and litigation timeliness.
• Drafting and analytical skills to update and develop operational procedures.
• Strong familiarity with civil procedure, including understanding motion content and court filings.
• Ability to work effectively with attorneys and drive collaboration.

Job Qualifications

• Associate's degree (A.A.) or equivalent; 3–5 years related experience, or equivalent combination of education and experience.
• Excellent verbal and written communication skills; strong grammar and spelling.
• Proficient with Outlook and Microsoft Office; knowledge of court procedures and rules.
• Strong organizational, problem-solving, and analytical skills; ability to manage priorities and workflow; strong interpersonal skills.
• Ability to understand and follow written and verbal instructions; ability to work with diverse individuals at all organizational levels.
• Good judgment, ability to make timely decisions; flexible, innovative team player; able to work independently and in teams.
• Willingness to adapt to changing priorities with enthusiasm; demonstrated ability to plan and organize projects; ability to perform diversified clerical functions and basic accounting procedures.

Preferred Qualifications

• 5+ years of experience in Insurance Defense, Civil Litigation, Construction Defect, Personal Injury, or General Liability.
• Strong oral and written communication skills; ability to present information clearly and persuasively.
• Planning/Organizing skills; ability to prioritize and manage workload and deadlines.
• Professionalism; tactful communication; reliability and accountability; attendance and punctuality; dependability.

Physical Demands and Work Environment

• Frequently sit; occasionally stand or walk; dexterity for keyboard use; ability to lift/push/carry items under 25 pounds.

The firm emphasizes teamwork, good communication, work/life balance, and professional development opportunities. They offer a competitive salary and a comprehensive benefits package, including 401(k) with employer match, professional development opportunities, paid vacation, and paid holidays.