Legal Staff Legal Secretary in Palo Alto, CA

Law Firm

Palo Alto, CA

Legal Staff Legal Secretary in Palo Alto, CA

Legal Staff

Min 5 yrs required

No

Job Title: Litigation Legal Secretary

Job Responsibilities:
The role of a Litigation Legal Secretary at the law firm involves providing complex and specialized secretarial and administrative support to attorneys and other timekeepers. Key responsibilities include:

- Completing all document processing and correspondence assignments accurately and within designated timeframes.
- Managing, organizing, and maintaining all documents and pleadings up to date in iManage and a shared M drive.
- Maintaining attorney/paralegal calendars, including scheduling and coordinating meetings and inputting all court-related deadlines to team members.
- Communicating with the docket department for all litigation-related deadlines.
- Redlining documents using the Litera program.
- Drafting pleading and discovery documents to support timekeepers and case teams, which may include creating a master caption, drafting shell notices, shell declarations, shell proposed orders, and proofs of service.
- Arranging for court filings and service of documents; electronically filing and serving documents as required by state, Federal, and local rules.
- Coordinating with vendors for Service of Process of new complaints and subpoenas.
- Coordinating with vendors to provide courtesy and/or chambers copies after a filing.
- Handling attorney admissions to various courts (California, Washington State, NY, etc.).
- Coordinating and requesting court reporters and videographers for depositions and court hearings.
- Assisting with deposition exhibits preparation.
- Assisting in drafting and coordinating the service of subpoenas.
- Proofreading documents.
- Conducting basic legal research.
- Assisting with documents to DocuSign.
- Handling all incoming telephone calls and placement of outgoing calls in a professional manner.
- Maintaining good client relationships for attorneys.
- Entering time using Intapp daily.
- Assisting other team timekeepers, as needed.
- Preparing New Business Forms for new and existing clients, conflict sheets, and drafting engagement and waiver letters.
- Preparing and processing invoices, expense reports, check requests, travel reimbursements, cell phone reimbursements, and health club reimbursement forms, etc., in accordance with accounting guidelines.
- Assisting with requesting conference rooms for various client meetings and depositions.
- Copying documents that are not appropriate to send to the Copy Center.
- Making travel arrangements, adhering to the firm’s Travel Policy.
- Reviewing, distributing, and processing prebills.
- Coordinating internal procedures and compiling backup materials for attorney/paralegal preparation of audit letter responses.
- Performing all other duties as assigned or required.

Education and Experience Information:
Required:
- 5+ years of experience in a similar role.
- After orientation at the law firm, exhibit proficiency in iManage and other firm applications.
- Availability to work overtime, as required.
- Proficiency in Microsoft Office Suite.
- A sound understanding of court rules and procedures and legal terminology.
- Previous litigation secretarial experience.

Preferred:
- Bachelor’s degree.

Competencies:
- Ability to work independently and as part of a team in a fast-paced environment for multiple supervisors, meet deadlines, and maintain flexibility with work assignments (including changes in timekeeper assignments) and work schedule.
- Ability to organize and prioritize work assignments, as well as delegate tasks to service departments when necessary.
- Demonstrate initiative, diplomacy, and tact.
- Possess excellent written, communication, and proofreading skills with attention to detail.
- Ability to function in a professional and polite manner when dealing with clients, co-workers, court personnel, and others.
- Reliable, committed, and punctual.

Salary Information:
The expected hourly pay range for the Litigation Legal Secretary position with a work schedule of 40 hours per week is - , translating to an annual salary range of $89, - $108,. The final offer amount will depend on geographic location, applicable experience, and skillset of the candidate.

Benefits:
The law firm offers a competitive compensation and excellent benefits package, committed to fair and equitable employment practices. A full range of elective benefits is available, including medical, health savings account (with applicable medical plan), dental, vision, health and/or dependent care flexible spending accounts, pre-tax commuter benefits, life insurance, AD&D, long-term care coverage, backup care for children and/or adults, and other parental support benefits. In addition to elective benefit options, benefited employees receive firm-paid life insurance, AD&D, LTD, short-term medical benefits, 20 days of Paid Time Off (PTO), and 10 paid holidays each year. Generous parental leave and fertility benefits are also provided. New employees will attend a detailed benefit orientation to learn more about the many benefits and resources available.