Talent Acquisition LLC is hiring: Legal Secretary in San Francisco

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A respected law firm is seeking a skilled Legal Secretary to provide high-level administrative support to attorneys in a busy practice group. The ideal candidate will manage all aspects of case support, including preparing and filing legal documents, coordinating discovery and trial activities, maintaining calendars, and ensuring efficient case management. This role requires exceptional organizational ability, attention to detail, and the capacity to work effectively under pressure. The Legal Secretary will collaborate closely with attorneys, paralegals, and other team members to ensure the smooth operation of the litigation process.

This is a full-time, in-office position (5 days per week) located in San Francisco, CA.

We are seeking candidates for both Litigation as well as Real Estate.

Key Responsibilities - Litigation Candidates

Litigation Support

• Prepare, format, proofread, and file legal documents in both federal and California state courts.
• Assist attorneys with all phases of litigation, including case initiation, discovery, and trial preparation.
• Maintain and update case calendars, deadlines, and court schedules using case management and calendaring software.
• Coordinate logistics for depositions, meetings, and trial activities, including scheduling, travel, materials, and technology setup.
• Communicate effectively with attorneys, clients, opposing counsel, and co-counsel.

Case and Document Management

• Organize and maintain both electronic and physical case files for easy retrieval and compliance with firm standards.
• Use document management systems to ensure all case materials are properly filed and updated.
• Create and maintain document sharing sites for attorneys, co-counsel, and clients.
• Manage and track litigation tasks, depositions, and discovery timelines using spreadsheets and tracking tools.

Discovery and Trial Preparation

• Support discovery processes, including organizing, reviewing, and producing documents using tools such as DISCO, Everlaw, or Nuix.
• Prepare witness materials, exhibits, and trial binders as required.
• Conduct factual research and prepare summaries as directed by attorneys.
• Attend court proceedings or other venues to assist with setup, technology coordination, and on-site support.

Administrative Support

• Manage calendars, schedule meetings, and circulate updated deadline reports and master calendars.
• Coordinate payment of case‑related invoices and track client expenses.
• Assist with time entry and ensure accurate billing documentation.
• Draft, format, and finalize correspondence and filings for attorney review and signature.

Court and Filing Knowledge

• File and serve pleadings and motions in compliance with federal and state court rules.
• Prepare and handle proofs of service, discovery requests, and responses.
• Understand deposition and motion practice requirements in both state and federal courts.
• Ensure documents meet court formatting standards, including tables of authorities and contents, proper citations, and signature blocks.

Qualifications and Requirements

• Education: Bachelor’s degree or equivalent professional experience.
• Experience: Minimum of 5–7 years of litigation experience in a law firm environment.
• Technical Skills:
  • Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and Windows.
  • Familiarity with litigation support platforms such as DISCO, Everlaw, or Nuix (training available).
  • Experience or interest in AI‑powered legal tools (e.g., Microsoft Copilot, DISCO Cecilia, Harvey AI) preferred.
  • Proficiency in Microsoft Teams, Zoom, and other virtual collaboration tools.
• Strong organizational and project management abilities.
• Excellent written and verbal communication skills.
• Meticulous attention to detail and accuracy.
• Ability to manage multiple priorities and meet deadlines in a fast‑paced environment.
• Collaborative team player with a proactive, solutions‑oriented mindset.

Document Preparation & Transaction Support

• Draft, edit, and format a wide range of real estate documents, including letters, memoranda, transactional agreements, leases, and regulatory filings.
• Prepare, organize, and index closing documents for binders and electronic binders (ebinders).
• Proofread all documents for quality, accuracy, grammar, and compliance with firm standards.
• Assist with special projects and cross‑departmental assignments as needed.

Administrative & Clerical Support

• Perform a broad range of clerical duties requiring knowledge of legal terminology and departmental procedures.
• Maintain attorney calendars, coordinate travel arrangements, and schedule in‑person and virtual meetings.
• Process incoming mail, enter attorney time in the system, and prepare expense reports.
• Manage photocopying, scanning, mailing, and messenger/FedEx document deliveries.
• Provide overflow assistance to other secretarial colleagues.

Client & Team Communication

• Use discretion and sound judgment when communicating with clients and external parties.
• Work collaboratively with attorneys, paralegals, and other administrative staff to support firm‑wide objectives.
• Maintain strict confidentiality in all matters involving legal documents, transactions, and firm operations.

Requirements

• Ability to work independently, proactively, and with minimal supervision.
• Strong organizational skills, reliability, and a high level of attention to detail.
• Excellent communication skills and the ability to prioritize and meet deadlines.
• Strong judgment, discretion, and commitment to confidentiality.
• Ability to integrate well within a collaborative corporate team environment.
• Proficiency in Microsoft Office Suite and experience with ebinders.
• Typing speed of at least 60 wpm, with the ability to transcribe dictations and messages.
• Strong problem‑solving and multitasking skills to ensure timely completion and filing of documents.
• Willingness to assist others, adapt to changing priorities, and work overtime when needed.
• Solid command of English grammar, spelling, and usage.
• Minimum of two to four years of real estate experience in a law firm setting.

Seniority Level

• Associate

Employment Type

• Full‑time

Job Function

• Legal and Administrative
• Legal Services and Law Practice

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