Legal Secretary Job at ExcelliSearch in Riverside

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.

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 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

KEY SKILLS

Diploma, ICT, Fire, Flash, ACCA, AV

ADDITIONAL DETAILS

• Employment Type: Full-Time
• Experience: years
• Vacancy: 1