Talent Acquisition LLC is hiring: Legal Secretary Litigation in California

Overview

Join to apply for the Legal Secretary Litigation role at Talent Acquisition LLC. The Legal Secretary – Litigation provides high-level administrative and secretarial support to attorneys, ensuring the seamless management of litigation matters from case initiation through resolution. This role requires drafting and finalizing complex legal documents, preparing and executing e-filings in state and federal courts, maintaining litigation calendars, and organizing materials for hearings, trials, arbitrations, and mediations. The position demands exceptional attention to detail, organizational excellence, and the ability to balance multiple priorities in a fast-paced law firm environment. The ideal candidate brings strong knowledge of litigation procedures, court rules, and e-filing requirements, along with professionalism, discretion, and initiative.

Responsibilities

• Draft, revise, and format legal documents, correspondence, memoranda, and email communications
• Handle e-filings in state, federal, and administrative courts and agencies
• Assemble and prepare documents, exhibits, and related materials for hearings, trials, arbitrations, depositions, and mediations
• Proofread all documents to ensure accuracy, proper grammar, and compliance with firm formatting standards
• Prepare and maintain Tables of Contents (TOC) and Tables of Authorities (TOA)
• Schedule and coordinate attorney appointments, meetings, and deadlines
• Maintain litigation calendars and monitor critical dates on the master calendar
• Assist with new client and matter intake in accordance with firm procedures
• Utilize document management systems and legal software to efficiently manage case files
• Arrange attorney travel, including air, hotel, and ground transportation
• Process and distribute incoming mail, email, and other communications
• Provide support for marketing materials such as pitch folders, attorney biographies, and presentations
• Offer backup and overflow coverage for other attorneys and staff as needed
• Maintain strict confidentiality of firm, client, and personnel information
• Perform additional duties as assigned

Requirements

• High school diploma or equivalent required; advanced education preferred
• Minimum of 5 years of litigation secretary experience
• Strong writing, editing, and proofreading skills
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint); experience with document management systems (iManage preferred)
• Excellent organizational skills with the ability to manage workloads for multiple attorneys
• Strong verbal, written, and telephone communication skills
• Ability to operate standard office equipment including transcription devices, fax machines, and multifunction printers
• Reliable attendance and punctuality

Physical Requirements

• Prolonged periods of sitting; frequent standing and walking
• Regular computer use for document preparation and communication
• Clear verbal communication in-person and via phone
• Occasional bending, kneeling, or climbing
• Fine motor skills for typing and office equipment use
• Ability to lift up to 10 pounds
• Flexibility to work beyond 40 hours per week as needed

Seniority level

• Mid-Senior level

Employment type

• Full-time

Job function

• Legal and Administrative

Industries

• Legal Services and Law Practice