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Legal Support Specialist

2 months ago

Los Angeles, California, United States Novate Legal Search Full time
Job Overview

The Litigation Administrative Coordinator plays a crucial role in delivering and managing specialized administrative and secretarial support that necessitates extensive knowledge of legal procedures. This position is integral to a team of attorneys, providing essential assistance to colleagues and ensuring seamless operations.

Key Responsibilities

  • Oversee both physical and digital filing systems, ensuring accurate processing, updating, and retrieval of documents across various software platforms.
  • Draft preliminary documents for pleadings, discovery requests, motions, declarations, and proposed orders.
  • Exhibit proficiency in generating tables of contents and authorities.
  • Prepare and submit pleadings and correspondence, including electronic filing for state and federal documents.
  • Maintain a comprehensive calendar for critical deadlines, hearings, meetings, and discovery motions.
  • Create organized binders for depositions, mediations, hearings, and trials.
  • Systematically organize case files, ensuring quality control over correspondence, pleadings, and discovery motions.
  • Coordinate various office functions, including scheduling court reporters, depositions, mediations, and arbitrations.
  • Draft, edit, format, and finalize correspondence, memos, and emails; distribute documents as needed.
  • Proofread and redline documents to guarantee accuracy in grammar, spelling, punctuation, and syntax.
  • Prepare reports, tables, and Excel documents as required for specific assignments.
  • Prioritize and manage legal work assignments, utilizing available firm resources such as file clerks and copy services.
  • Support assigned attorneys throughout the day, proactively suggesting efficiencies and process enhancements.
  • Input and edit attorney time entries using firm software, ensuring proper client and matter association.
  • Collaborate with the Billing Department to coordinate client invoices, including preparing and reviewing proformas.
  • Perform additional duties as assigned.

Qualifications

  • Minimum of 4 years of relevant experience as a legal secretary, with at least 3 years in litigation preferred.
  • Bachelor's degree is preferred.
  • Proficient in Microsoft Office Suite, including Word, Outlook, and Excel, as well as records management software.
  • Familiarity with iManage, ProLaw, or similar software is desirable.
  • Comprehensive knowledge of various filing requirements with state and federal entities.
  • Exceptional verbal and written communication skills are essential.
  • Strong organizational skills and attention to detail, with the ability to manage multiple assignments independently.
  • Ability to build effective working relationships within the firm.
  • Typing speed and accuracy are required.
  • Commitment to maintaining confidentiality.
  • Must be able to pass a background check.

Physical Requirements

This role requires frequent use of hands for typing and handling documents, as well as prolonged periods of sitting at a desk and working on a computer. Occasional lifting of up to 15 pounds may be necessary.

Working Conditions

The position is primarily based in an indoor office environment with varying noise levels and temperatures.

Employee Benefits

  • 401(k) plan
  • Health, Dental, and Vision insurance
  • Aflac coverage
  • Employer-paid life and accidental death & dismemberment insurance
  • Paid holidays
  • Vacation, sick leave, and floating holidays
  • Full-time schedule of 37.5 hours per week
  • Company-sponsored events and celebrations