Litigation Secretary/Practice Specialist I

at  Sheppard Mullin Richter Hampton LLP

SHEPPARD, MULLIN, RICHTER & HAMPTON LLP, A GLOBAL AM LAW 50 FIRM, IS SEEKING A LITIGATION SECRETARY/PRACTICE SPECIALIST I BASED IN OUR CENTURY CITY OFFICE.

Sheppard Mullin is hiring an experienced, well-organized Litigation Practice Specialist to support the Business Trial Practice Group of attorneys and paralegals in all aspects of cases from initial filing through trial and appeal. This includes assisting with preparing and filing legal documents, calendar and travel management, case management, and billing/expense support. The job requires extensive knowledge of litigation, trial procedures, federal, state, and appellate court rules and procedures. Technical, organizational, and administrative skills are necessary to handle the variety of duties and responsibilities outlined below. The position handles multiple projects, often in a fast-paced, high-pressure environment, requiring prioritization and flexibility. Collaboration with firm personnel at all levels is integral to the role. Exceptional attention to detail and organizational skills, as well as strong written and verbal communication skills. A solid work ethic, impeccable attendance and punctuality, and the ability to work both independently and as part of a team are critical. The ability to maintain client confidentiality and to communicate professionally is mandatory for this position.

REQUIRED QUALIFICATIONS:

• Minimum 3-5+ years of experience as a litigation secretary in a law firm environment.
• Commensurate work experience will be considered.
• Understanding of the litigation life cycle.
• Familiar with procedural rules including but not limited to California Rules of Civil Procedure, related Local Rules and CA State and local various County Rules.
• Engaged with current litigation events, cases, decisions and updates to rules.
• Ability to proofread materials for contextual, grammatical, typographical, or spelling errors.
• Ability to handle multiple projects with changing priorities while working independently in a fast-paced environment.
• Ability to work overtime, evenings, and weekends, as needed.
• Possess excellent spelling, grammar, and punctuation skills.
• Strong attention to detail, ability to prioritize tasks, and excellent time management skills to meet deadlines.

EDUCATION AND/OR EXPERIENCE

A high school diploma or equivalent is required, plus substantial and relevant work experience. A bachelor’s degree or some college is preferred.

COMPUTER/SOFTWARE KNOWLEDGE

Required: Advanced skills in Microsoft Office Suite applications including Word, PowerPoint, Excel and Outlook, Adobe Acrobat, as well as document management (NetDocs). Some knowledge of Relativity, NetDocs, DocketBird, Trial Director, Westlaw, and Lexis Nexis. Candidate must have the ability to learn new skills and systems quickly.

RESPONSIBILITIES:

• Format, input, edit, retrieve, copy, scan, and transmit legal documents
• Prepare pleadings and discovery documents for filing and service
• E-Filing – State and Federal
• Create pleading/discovery binders, indexing and filing documents, organize and file case documents
• Compile and organize client tax documents
• Editing Contracts
• Business Intakes
• Utilize docketing/calendaring department to track court and filing deadlines
• Attorney timesheets, expense summaries, and client bills
• Assists with overflow work and other projects as assigned
• Mailings
• Maintain client confidence
• Type 75+ WPM and have excellent spelling, grammar and punctuation skills
• Ability to learn new skills and systems quickly

ESSENTIAL FUNCTIONS OF JOB:

• Format, edit, and manage legal documents, including pleadings and discovery.
• Schedule and coordinate depositions, court dates, filing deadlines, calendars, appointments, meetings, travel arrangements, and related planning.
• Conduct conflict checks and handle new matters, including preparing engagement letters and managing client and case documents.
• Ensure that client-matter numbers are opened according to the Firm’s guidelines.
• Prepare Partner timesheets, expense summaries/reports, and client bills.
• Maintain client confidence by keeping client/attorney information confidential.
• Proactively manage casework, ensuring all deadlines are met in a timely manner. Communicate calendar and docket updates to the docketing teams.
• Work closely with attorneys and paralegals to prepare and file official correspondence using the Firm’s standards and procedures.
• Communicate regularly with the team. Double check work product before presenting to attorney for review and again before sending or filing.