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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 vital role in delivering and organizing intricate and specialized administrative and secretarial support, necessitating a comprehensive understanding of legal operational processes. This position is integral to a team of attorneys and also extends assistance to other legal professionals when required.

Key Responsibilities

  • Oversee both physical and digital files, which includes processing, updating, locating, and reviewing documents across various software platforms.
  • Prepare drafts for legal documents such as pleadings, discovery requests, motions, declarations, and proposed orders.
  • Exhibit proficiency in generating tables of contents and authorities.
  • Facilitate the preparation and filing of legal correspondence, including electronic filing of documents in state and federal courts.
  • Maintain a comprehensive calendar for critical deadlines, hearings, meetings, and discovery motions.
  • Create and organize deposition, mediation, hearing, and trial binders.
  • Ensure the organization of case files, including correspondence, pleadings, and discovery motions, while upholding quality control standards.
  • Coordinate various office functions, including scheduling court reporters, depositions, mediations, and arbitrations.
  • Draft, edit, format, and finalize various forms of correspondence, memos, and emails, distributing documents as necessary.
  • Proofread and revise documents to ensure 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 effectively.
  • Provide ongoing support to assigned attorneys, proactively suggesting efficiencies and process enhancements.
  • Input and edit attorney time entries using firm software, ensuring proper client and matter associations.
  • Collaborate with the Billing Department to coordinate client invoicing, including preparing and reviewing proformas.
  • Perform additional duties as assigned.

Qualifications

  • A minimum of 4 years of relevant experience as a legal secretary, with at least 3 years in litigation preferred.
  • A Bachelor’s degree is preferred.
  • Proficiency in Microsoft Office Suite, records management software, and general office equipment.
  • Familiarity with iManage, ProLaw, or similar software is advantageous.
  • In-depth knowledge of various filing requirements with state and federal entities.
  • Exceptional verbal and written communication skills are essential.
  • Strong organizational skills and meticulous attention to detail, with the ability to manage multiple assignments independently.
  • Ability to establish effective working relationships within the firm.
  • Typing speed and accuracy are crucial.
  • Commitment to maintaining confidentiality.
  • Successful completion of a background check is required.

Physical Requirements

This role involves regular use of hands for tasks such as typing and handling documents. The employee will often sit for extended periods at a desk and work on a computer. Occasional lifting of up to 15 pounds may be required.

Working Environment

The position is primarily situated in an indoor office setting with varying noise levels and temperature conditions.

Employee Benefits

  • 401(k) plan
  • Health, Dental, and Vision coverage
  • Aflac benefits
  • 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