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Location: Irvine, CA | Schedule: Full-time, on-site

Overview

A well-established law firm is seeking an experienced Legal Secretary to provide comprehensive litigation and administrative support to its attorneys. This role is essential to keeping fast-moving legal matters organized, compliant, and moving efficiently from case initiation through resolution.

What you'll do

• Prepare, revise, format, and finalize complex legal documents, correspondence, memoranda, and emails from written drafts and transcription
• Handle e-filings and provide administrative support throughout all stages of litigation, from case initiation through trial
• Assemble documents and exhibits for court filings, administrative hearings, arbitrations, mediations, depositions, and other legal proceedings
• Proofread documents for accuracy, grammar, consistency, and compliance with firm formatting standards
• Create and update Tables of Contents (TOC) and Tables of Authorities (TOA)
• Schedule and coordinate attorney appointments, meetings, and deadlines
• Maintain and monitor attorney calendars, ensuring all critical dates are accurately recorded on the master calendar
• Prepare and process new client and matter intakes in accordance with firm procedures
• Support the efficient management of litigation matters from inception through resolution
• Utilize computers, transcription equipment, and legal software to efficiently produce and manage documents
• Arrange attorney travel, including hotel accommodations, airfare, and ground transportation
• Sort, read, print, and distribute incoming mail and emails to appropriate recipients
• Provide backup and overflow coverage for other attorneys and staff as needed
• Maintain confidentiality of firm, client, and personnel information
• Perform additional duties as assigned to support business needs
• Assist with the creation and assembly of marketing materials, including pitch folders, attorney biographies, and PowerPoint presentations

Required qualifications

• High School Diploma or equivalent
• Minimum of five years of legal secretary experience
• Strong writing, editing, and proofreading skills
• Proficiency in Microsoft Office Suite, including Word, Excel, and PowerPoint
• Strong organizational skills with the ability to prioritize and manage workloads for multiple attorneys
• Excellent verbal, written, and telephone communication skills with the ability to interact professionally with clients, attorneys, vendors, and staff
• Ability to operate standard office equipment, including computers, transcription devices, fax machines, and photocopiers with advanced functions
• Consistently reliable attendance and punctuality
• Ability to lift and carry items weighing up to 25 pounds, including office supplies, files, mail bins, and packages
• Ability to remain seated for extended periods while performing computer-based and clerical tasks
• Frequent walking, standing, and bending, particularly when organizing files, materials, or onboarding logistics

Preferred qualifications

• Familiarity with document management systems such as iManage preferred
• Familiarity with Best Authority preferred

Compensation and benefits

• Full-time employment with a standard 40-hour work week
• Overtime as needed, with additional overtime possibly required based on business needs

Why this role

This is a full-time, in-office opportunity in Irvine, CA to support a fast-paced litigation practice, working closely with multiple attorneys across the full lifecycle of legal matters.