Litigation Secretary

2 weeks ago

Irvine, United States AGG Legal Staffing Full time

An international law firm with more than 900 lawyers in offices throughout the United States, Europe, Asia and the Middle East is seeking a Legal Secretary to support the Litigation practice, reporting to their Irvine Office Coordinator.


The role will reside in our Irvine office with hybrid work capabilities and will be responsible for providing secretarial and administrative support to attorneys, advisors and other administrative personnel as assigned. Legal Secretaries are expected to perform all job duties with a commitment to providing superior service to clients, producing quality work products, and maintaining an atmosphere of teamwork and continuous improvement.

Key responsibilities of this position include:

  • Must have knowledge of court filing requirements, including experience with e-filing in state/federal courts, including Los Angeles and Orange County state courts as well as all federal jurisdictions
  • Drafts and types various kinds of documents, including correspondence, pleadings, discovery, memoranda; proofreads documents for errors and corrects errors; assembles case binders.
  • Schedules/calendars appointments such as depositions, production of documents, client meetings, trials, court hearings and appearances.
  • Type and edit on the computer system legal and other documents (including correspondence, memoranda, bills, timesheets and project work) from transcription tapes, handwritten or typed materials, or shorthand notes.
  • Copy, distribute, send (electronically and/or via mail, courier or express service), file and otherwise handle completed work.
  • Proofread and redline work for accuracy of copy, format, grammar, punctuation and syntax.
  • Receive, screen and transmit telephone calls, conference calls and messages to/from attorneys, clients and staff.
  • Handle incoming and outgoing mail.
  • Perform secretarial functions associated with firm administrative tasks, including processing new client/matter requests, client bills, time reports and expense reports.
  • Set up and maintain files in document management system.
  • Coordinate conferences, meetings and appointments.
  • Coordinate travel arrangements, securing air and ground transportation and hotel accommodations.
  • Coordinate work as needed with office, firm and third-party service departments, including Document Services, IT, Office Services, Conference Services, and Finance.
  • Provide secretarial assistance to visitors, summer associates and attorneys whose secretaries are absent.
  • Accept overflow work from the Human Resources Department and other secretaries as needed.


Qualifications (Experience, Knowledge, Skills & Abilities):

  • High School Diploma or equivalent
  • At least ten (10) years of experience as a legal secretary in order to be familiar with court rules, procedures, calendaring requirements to allow incumbent to perform litigation and administrative duties in a professional large law firm setting.
  • Knowledge of IP/patent litigation desirable but not required
  • Specialized secretarial degree, associate and/or bachelor's degree desirable but not required
  • Ability to type at least 70 words per minute with accuracy
  • Thorough knowledge of MS Office (Word 10, Outlook, PowerPoint and Excel), and Adobe Professional
  • Proficiency in State/Federal e-Filing and all court procedures
  • Ability to produce TOCs and TOAs manually & accurately.
  • Thorough knowledge of the proper preparation of time records, expense reports, client bills and conflict-checking forms (if applicable to position)
  • Shorthand or fast notes (if applicable to position)
  • Excellent written and oral communication skills, including grammar, spelling and punctuation
  • Ability to read, comprehend and follow instructions
  • Thorough familiarity with legal terminology pertinent to general legal concepts and specific area(s) of assignment
  • Proficiency with advanced telephone functions, including conference calling and voicemail
  • Excellent telephone manner
  • Familiarity with legal filing and record-keeping practices
  • Strong organizational skills
  • Ability to perform clerical tasks with a high degree of accuracy
  • Proficiency on office equipment used on a regular basis including computers, printers, copy machines, telephones and transcription machines
  • Ability to work independently and as a member of a team, take initiative, set priorities and see projects through completion
  • Ability to work effectively in a fast-paced environment, meet deadlines, handle multiple tasks, and respond to changing priorities
  • Ability to establish effective working relationships within the office and firm, and with clients, vendors and others outside the firm
  • Ability to perform mathematical functions - add, subtract, multiply, divide, work with percentages, etc.
  • Strong service orientation
  • Commitment to maintaining confidentiality of client and office information, and adhering to the Firm’s Core Values
  • Commitment to professional growth

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