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Litigation Legal Secretary
1 month ago
We are seeking a talented and experienced Legal Secretary to support the Firm’s Litigation practice. The Legal Secretary will be primarily responsible for providing case management, administrative, and general secretarial support to assigned attorneys. The ideal candidate will have extensive litigation experience, a thorough working knowledge of the Federal and State court systems, and be proficient with the Microsoft Office suite, including strong skills with Microsoft Word. The position will be hybrid remote (onsite 2+ days per week) in our San Francisco office and will report to the Legal Support Services Supervisor.
The hourly range for the position of Legal Secretary at Nossaman is approximately $48.71 to $58.97 an hour. The successful candidate’s annual compensation for this position is reasonably expected to be set between $95,000 and $115,000 per year. However, actual compensation will depend on a variety of factors, including, without limitation, the candidate’s qualifications and experience.
Key Responsibilities:
- Provide secretarial support to attorneys, including creating, editing, revising, redlining, and/or proofreading documents from dictation, handwritten, typed, and/or electronic copy.
- Prepare frameworks and/or templates for briefs, motions, and other court documents for attorneys and paralegals.
- File electronic documents with courts and agencies ensuring appropriate and relevant court procedures are followed and deadlines are met.
- Facilitate the calendaring/docketing of court and discovery deadlines and other important dates in conjunction with the Firm’s Docketing team.
- Coordinate logistics of depositions, mediations, arbitrations, and/or trials (i.e., venue location, court reporter/videographer, etc.).
- Process and route incoming/outgoing mail, faxes, and electronic communications.
- Prepare new client/matter intake forms and engagement letters, liaising with the Conflicts team, General Counsel, and Finance Committee as needed.
- Process and monitor expense reports/reimbursements, vendor bills, and check requests.
- Support the billing process: assisting attorneys with proofreading, editing, and releasing time entries and prebills while coordinating with the billing team on the mailing of invoices.
- Document routine projects and tasks in attorney “desk procedures” to ensure seamless transition to backup support when needed.
- Assist with managing the calendars of assigned attorneys: coordinating meetings, making travel arrangements, and arranging additional support, e.g., catering, technology, and office services.
- Delegate tasks to Legal Admin Support team, as appropriate.
- Maintain administrative and client files in electronic and/or paper format adhering to the Firm’s Information Governance policies and best practices.
- Support other legal support services department projects and initiatives as needed, including providing back-up support to other legal secretaries firmwide.
Experience & Qualifications:
- High School Diploma, or equivalent, is required; Bachelor’s degree preferred.
- A minimum of five (5) years of litigation secretary experience directly supporting litigation attorneys is required.
- Recent experience and strong working knowledge of legal terminology, legal and court proceedings, including State and Federal court filing processes/systems.
- Extensive experience in formatting pleadings and briefs, table of contents, table of authorities, and styles.
- Experience supporting multiple attorneys simultaneously.
- Strong time management skills including the ability to multi-task, prioritize work, and communicate workload challenges to attorneys and/or administrative manager.
- Advanced knowledge of Microsoft Office and various legal software applications (i.e., iManage, Litera ChangePro, ChromeRiver, etc.).
- Advanced experience with Microsoft Word, including the use of styles and the creation and formatting of pleadings and other complex documents such as appeals briefs and tables of content and authorities.
- Experience with timekeeping/billing software; experience with Aderant preferred.
- Superior communication and engagement skills, including the ability to interact credibly and diplomatically with individuals at all levels of the Firm including clients.
- Strong interpersonal skills including the ability to work effectively in a collaborative organization and to create consensus-based support for strategies and processes.
- Exceptional organizational, grammar, spelling, and proofreading skills to support heavy administrative responsibilities.
- Ability to act as back-up to other team members across Practice Groups to support additional attorneys when necessary.
- Type a minimum of 60+ WPM.
The successful candidate must be proactive, customer service oriented, energetic, and reliable. As with all Firm positions, impeccable integrity, excellent judgment, and sensitivity to others are essential. Enthusiasm, diverse interests, and a good sense of humor are also useful and appreciated.
Nossaman offers a competitive salary and generous benefits package. Qualified candidates are invited to apply online by submitting a cover letter, resume, and salary requirements.
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