Legal Secretary at ATKINSON ANDELSON LOYA RUUD & ROMO APC

Sausalito, California, United States -

Full Time

Start Date

Immediate

Expiry Date

02 Jun, 26

Salary

92000.0

Posted On

04 Mar, 26

Experience

5 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Drafting, E-filings, Case Calendars, Litigation Procedures, Court Rules, Legal Terminology, Organizational Skills, Proofreading, Formatting, Scheduling, Document Management, Travel Arrangement, Confidentiality, Microsoft Office Suite, Transcription

Industry

Legal Services

Description

The Legal Secretary provides high-level administrative and secretarial support to attorneys, ensuring the efficient management of litigation matters from inception through resolution. This position is responsible for drafting, revising, and finalizing complex legal documents; preparing and executing e-filings in state and federal courts and with administrative agencies; maintaining case calendars and tracking critical deadlines; and organizing materials for hearings, trials, arbitrations, and mediations. The role demands exceptional attention to detail, advanced organizational skills, and the ability to manage multiple cases and priorities in a fast-paced law firm environment. The ideal candidate will possess strong knowledge of litigation procedures, court rules, e-filing requirements, and legal terminology, along with professionalism, discretion, and initiative to anticipate the needs of attorneys and clients. Essential Duties and Responsibilities * Prepare, revise, and format legal documents, correspondence, memoranda, and emails from written drafts and transcription * Handle e-filings and support all stages of the litigation process, from initiation through trial * Assemble documents and exhibits for court filings, recordings, hearings, arbitrations, mediations, depositions, and other proceedings * Proofread documents to ensure accuracy, correct grammar, and compliance with Firm formatting standards * Create and update Tables of Contents (TOC) and Tables of Authorities (TOA) * Schedule and coordinate appointments, meetings, and deadlines for attorneys * Maintain and monitor attorney calendars, ensuring all critical dates are recorded on the master calendar * Prepare and process new client/matter intakes per Firm procedures * Utilize computers, transcription equipment, and legal software to efficiently produce and manage documents * Arrange travel for attorneys, including hotel, airfare, and ground transportation * Sort, read, print, and distribute incoming mail and emails to appropriate recipients * Assist with the creation and assembly of marketing materials such as pitch folders, attorney biographies, and PowerPoint presentations * Provide backup and overflow coverage to other attorneys and staff as needed * Maintain confidentiality of all Firm, client, and personnel information * Additional duties may be assigned as required to meet business needs Qualifications and Requirements * High School Diploma or equivalent * Minimum of five years of litigation secretary experience * Strong writing, editing, and proofreading skills * Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint); familiarity with document management systems such as iManage preferred * Strong organizational skills with the ability to prioritize workload for multiple attorneys * Excellent verbal, written, and telephone communication skills 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 in attendance and punctuality Physical Requirements * Regular, on-site attendance is required; this position is not eligible for remote or hybrid work. * Prolonged periods of sitting, with frequent standing and walking throughout the workday. * Frequent use of a computer for extended periods, including reading, writing, and document preparation. * Clear verbal communication in both in-person and telephone interactions. * Fine motor coordination for tasks such as typing, writing, using a computer mouse, and operating office equipment. * Occasional bending, kneeling, or climbing as needed. * Ability to lift up to 10 pounds. * Availability to work more than 40 hours per week, including overtime when necessary. Salary Range: $80,000 - $92,000 Annually

Responsibilities

The Legal Secretary provides high-level administrative and secretarial support to attorneys, managing litigation matters from inception through resolution, including drafting documents and executing e-filings in state and federal courts. Key duties involve maintaining case calendars, tracking critical deadlines, and organizing materials for various legal proceedings like hearings, trials, and mediations.