Chelsea Search Group, Inc.
Legal Secretary - Litigation
Chelsea Search Group, Inc., San Diego, California, United States, 92189
Overview
The Legal Secretary provides high-level administrative and secretarial support to attorneys, ensuring the efficient management of litigation matters from inception through resolution. This position is responsible for drafting, revising, and finalizing complex legal documents; preparing and executing e-filings in state and federal courts and with administrative agencies; maintaining case calendars and tracking critical deadlines; and organizing materials for hearings, trials, arbitrations, and mediations. The role demands exceptional attention to detail, advanced organizational skills, and the ability to manage multiple cases and priorities in a fast-paced law firm environment. The ideal candidate will possess strong knowledge of litigation procedures, court rules, e-filing requirements, and legal terminology, along with professionalism, discretion, and initiative to anticipate the needs of attorneys and clients.
Essential Duties and Responsibilities
Prepare, revise, and format legal documents, correspondence, memoranda, and emails from written drafts and transcription
Handle e-filings and support all stages of the litigation process, from initiation through trial
Assemble documents and exhibits for court filings, recordings, hearings, arbitrations, mediations, depositions, and other proceedings
Proofread documents to ensure accuracy, correct grammar, and compliance with Firm formatting standards
Create and update Tables of Contents (TOC) and Tables of Authorities (TOA)
Schedule and coordinate appointments, meetings, and deadlines for attorneys
Maintain and monitor attorney calendars, ensuring all critical dates are recorded on the master calendar
Prepare and process new client/matter intakes per Firm procedures
Utilize computers, transcription equipment, and legal software to efficiently produce and manage documents
Arrange travel for attorneys, including hotel, airfare, and ground transportation
Sort, read, print, and distribute incoming mail and emails to appropriate recipients
Assist with the creation and assembly of marketing materials such as pitch folders, attorney biographies, and PowerPoint presentations
Provide backup and overflow coverage to other attorneys and staff as needed
Maintain confidentiality of all the Firm, client, and personnel information
Additional duties may be assigned as required to meet business needs
Qualifications and Requirements
High School Diploma or equivalent
Minimum of five years of litigation secretary experience
Strong writing, editing, and proofreading skills
Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint); familiarity with document management systems such as iManage preferred
Strong organizational skills with the ability to prioritize workload for multiple attorneys
Excellent verbal, written, and telephone communication skills to interact professionally with clients, attorneys, vendors, and staff
Ability to operate standard office equipment, including computers, transcription devices, fax machines, and photocopiers with advanced functions
Consistently reliable in attendance and punctuality
Physical Requirements
Prolonged periods of sitting, with frequent standing and walking throughout the day
Frequent use of a computer for reading, writing, and document preparation
Clear verbal communication in both in-person and telephone interactions
Occasional bending, climbing, and kneeling as needed
Fine motor coordination for tasks such as writing, typing, using a computer mouse, and operating office equipment
Availability to work more than 40 hours per week, including overtime when necessary
Capable of lifting up to 10 pounds
To Apply: Please email your resume to: cfleck@chelsearecruiters.com
#J-18808-Ljbffr
The Legal Secretary provides high-level administrative and secretarial support to attorneys, ensuring the efficient management of litigation matters from inception through resolution. This position is responsible for drafting, revising, and finalizing complex legal documents; preparing and executing e-filings in state and federal courts and with administrative agencies; maintaining case calendars and tracking critical deadlines; and organizing materials for hearings, trials, arbitrations, and mediations. The role demands exceptional attention to detail, advanced organizational skills, and the ability to manage multiple cases and priorities in a fast-paced law firm environment. The ideal candidate will possess strong knowledge of litigation procedures, court rules, e-filing requirements, and legal terminology, along with professionalism, discretion, and initiative to anticipate the needs of attorneys and clients.
Essential Duties and Responsibilities
Prepare, revise, and format legal documents, correspondence, memoranda, and emails from written drafts and transcription
Handle e-filings and support all stages of the litigation process, from initiation through trial
Assemble documents and exhibits for court filings, recordings, hearings, arbitrations, mediations, depositions, and other proceedings
Proofread documents to ensure accuracy, correct grammar, and compliance with Firm formatting standards
Create and update Tables of Contents (TOC) and Tables of Authorities (TOA)
Schedule and coordinate appointments, meetings, and deadlines for attorneys
Maintain and monitor attorney calendars, ensuring all critical dates are recorded on the master calendar
Prepare and process new client/matter intakes per Firm procedures
Utilize computers, transcription equipment, and legal software to efficiently produce and manage documents
Arrange travel for attorneys, including hotel, airfare, and ground transportation
Sort, read, print, and distribute incoming mail and emails to appropriate recipients
Assist with the creation and assembly of marketing materials such as pitch folders, attorney biographies, and PowerPoint presentations
Provide backup and overflow coverage to other attorneys and staff as needed
Maintain confidentiality of all the Firm, client, and personnel information
Additional duties may be assigned as required to meet business needs
Qualifications and Requirements
High School Diploma or equivalent
Minimum of five years of litigation secretary experience
Strong writing, editing, and proofreading skills
Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint); familiarity with document management systems such as iManage preferred
Strong organizational skills with the ability to prioritize workload for multiple attorneys
Excellent verbal, written, and telephone communication skills to interact professionally with clients, attorneys, vendors, and staff
Ability to operate standard office equipment, including computers, transcription devices, fax machines, and photocopiers with advanced functions
Consistently reliable in attendance and punctuality
Physical Requirements
Prolonged periods of sitting, with frequent standing and walking throughout the day
Frequent use of a computer for reading, writing, and document preparation
Clear verbal communication in both in-person and telephone interactions
Occasional bending, climbing, and kneeling as needed
Fine motor coordination for tasks such as writing, typing, using a computer mouse, and operating office equipment
Availability to work more than 40 hours per week, including overtime when necessary
Capable of lifting up to 10 pounds
To Apply: Please email your resume to: cfleck@chelsearecruiters.com
#J-18808-Ljbffr