Litigation Secretary

Law firm in Pasadena is seeking a Litigation Secretary to join their team

Duties Include:

• Support attorneys in civil and commercial litigation matters
• Prepare, proof, file (including e-filing), and serve court filings (petitions, motions, objections, complaints,answers, appeals, ex-parte applications) and notices of hearing
• Prepare subpoenas and necessary notices, prepare shell pleadings, shell discovery requests and responsesand monitor discovery deadlines, and file supplements when needed
• Assist with document preparation for e-discovery review and production (Lexbe)
• Create, proofread and revise correspondence, memoranda, engagement letters, waiver of conflicts andother legal documents, and reformat documents if necessary
• Enter calendar deadlines in firm calendaring program (Law Toolbox) and proactively monitor deadlines
• Schedule and provide notices for remote depositions, hearings and mediation
• Scan and photocopy documents, send documents to clients via mail or email
• Maintain paper files and electronic files in document management system (iManage)
• Prepare new client matter forms, initiate conflict checks, and set-up new client files
• Maintain attorney CLE records and certificates of attendance
• Maintain attorney calendars, confirm appointments, prepare files for meetings with clients
• Schedule conference calls and make travel arrangements
• Prepare travel expense reports and submit reimbursement requests to Accounting Department
• Maintain and update attorney contact lists
• Open incoming and interoffice mail, review for content and direct accordingly
• Enter, revise and balance attorney time on billing system, mail or email monthly bills to clients, work closely with Accounting Department to resolve client billing issues
• Complete attorney registration to various courts and state agencies
• Communicate with clients directly or as requested by attorneys
• Create, modify, and finalize presentation materials for webinars, seminars, and training purposes
• Provide overflow assistance to other secretaries as needed
• Assist with overtime assignments when required

Qualifications:

• High School Diploma or GED equivalent required; college degree preferred
• Thorough understanding of court rules, filing processes and procedures
• Extensive knowledge of litigation deadlines and litigation processes
• Experience supporting active litigation practices
• Highly organized, detailed oriented and able to produce an accurate work product
• Ability to work with multiple lawyers on multiple client matters at the same time
• Personable, approachable and possesses a high level of integrity and accountability
• Enjoys working with a diverse range of individuals and demonstrates compassion and diplomacy when
• dealing with clients
• Trustworthy and able to maintain absolute confidentiality
• Consistently positive and professional demeanor
• Strong verbal and written communication skills
• Demonstrates initiative, resilience and resourcefulness
• Able to follow directions accurately and work independently
• Experience with and a high level of proficiency required for Microsoft Office (Word, Excel & PowerPoint),
• iManage (or similar DMS), Best Authority, CCC Macros (or similar application), and Adobe Pro.
• Experience with e-discovery platforms, such as Lexbe, Disco or similar, a plus