Legal Administrative Assistant

Venable LLP; Irvine (CA); On-site; USD 95,000 - 120,000; Full time

Benefits offered by this job

Medical insurance

Dental insurance

Vision insurance

401(k) with firm profit share

Paid time off

Holidays

Job summary

Venable LLP in Irvine, CA seeks a Legal Administrative Assistant to provide comprehensive administrative support to assigned legal staff. The role requires handling sensitive correspondence, trial preparation, and front-desk duties in a fast-paced environment.

Ideal candidates have 2+ years in a law firm or professional services, experience with eFiling/Pacer, and advanced MS Word skills. Strong communication and document management are essential for success in this on-site role.

Qualifications

• Minimum of 2 years experience in a law firm or professional services, with litigation exposure.
• Knowledge of eFiling in court systems; experience using Pacer accounts and court ECF accounts.
• Advanced MS Word including redlining, formatting, TOA/TOC, hyperlinks.
• Proficient with MS Office; capable with Adobe, DocuSign, PDF tools, and cloud platforms.
• Experience with document management systems and file organization.
• Strong proofreading/editing abilities for non-routine documents.

Responsibilities

• Prioritize assignments and prepare sensitive correspondence.
• Prepare witness and trial binders; deposition logistics and exhibits.
• Receiving court electronic filing notifications and managing filings.
• Schedule appointments, travel, and maintain calendars.
• Maintain organized client files and confidentiality.
• Provide general office coordination for Irvine office and front desk tasks.
• Support office operations and guest services as needed.

Skills

Pacer knowledge

Court ECF

eFiling knowledge

MS Word advanced

MS Office proficient

Document management

Proofreading/editing

Communication skills

Front desk support

Litigation support

Tools

Adobe

DocuSign

PDF Essentials

ERoom platforms

Dropbox

Best Authority

Job description

You’re looking for a change, and so are we. At Venable, we know that every new hire brings valuable experience, new perspectives, and a chance to raise the bar on our approach to how we work. That’s why we’re looking for a Legal Administrative Assistant to provide comprehensive administrative support to assigned legal staff.

The ideal candidate will be responsible for…

• Prioritizing assignments and preparing often sensitive and detailed correspondence
• Preparing witness and trial binders, deposition preparation and logistics, receiving electronic filing notifications from courts for cases via Pacer accounts and court ECF accounts, and preparing exhibits for filings
• Interacting professionally with members of other departments and varied external contacts
• Scheduling appointments, making travel and/or meeting arrangements and maintaining business calendars as instructed
• Effectively establishing and maintaining well organized files, while managing the integrity of original client documents
• Providing general office coordination support for the Irvine office, including maintaining inventory and tidiness of common areas (such as the kitchen, conference rooms, and supply closets), answering the door, and greeting guests and visitors, handling incoming and outgoing mailings and deliveries, and assisting with printing, scanning, copying, and other basic office support tasks as needed
• Maintaining confidentiality, assuring work product is accurate and presented professionally and making efforts to foster a positive rapport with all internal and external contacts

The successful candidate will demonstrate…

• A minimum of 2 years experience within a law firm and/or professional services environment; experience working within a litigation practice required
• Knowledge of eFiling in all court systems; experience using Pacer accounts and court ECF accounts
• Advanced use of MS Word (including redlining, comparing documents, advanced formatting, TOA and TOC creation and manipulation, and embedded hyperlinks)
• Intermediate to advanced level skills using MS Office Suite; strong computer aptitude to use other programs (including Adobe, Best Authority, eFiling, DocuSign, PDF Essentials, various ERoom platforms, DropBox, etc.)
• Proficiency in the use of document management systems
• Ability to efficiently proof and edit (using edit marks) non-routine correspondence, reports and tables for typographical errors and sentence structure
• High level of communication skills requiring social sensitivity and willingness to gain extensive knowledge of department procedures in order to communicate effectively with staff, management, attorneys, and clients
• A willingness to pitch in on general office upkeep and guest services as part of supporting a smooth-running Orange County office
• Ability to follow and convey instructions effectively with a high degree of courtesy and tact

Pay Range for Candidates in Orange County, CA: $95,000- $120,000 per year

The range provided is the minimum and maximum salary that Venable in good faith believes at the time of this posting that it is willing to pay for the advertised position. Exact compensation will be determined based on individual candidate qualifications and location. Additional compensation may include discretionary bonuses and overtime, if eligible. Overtime wages earned will be paid in compliance with applicable law.

Committing your time and talent is no small matter—at Venable, we know that superior client service begins with an investment in our people. Our competitive compensation, robust benefits, and programs that support our employees’ well-being, families, and futures reflect our dedication to prioritizing the whole person, not just the professional.

Venable’s benefits package includes medical, dental, vision, disability, life insurance, flexible spending and healthcare savings accounts, 401(k) with firm profit share, paid time off, firm paid holidays, wellness and personal advocacy programs, family planning resources and leave programs, tuition reimbursement, and more. New employees are provided a detailed orientation to the firm’s benefit offerings upon hire.

Here, we strive to offer the kind of care that radiates, from our colleagues to our clients, to our communities, so that success finds everyone.

Pursuant to the California Fair Chance Ordinance for Employers, we will consider for employment qualified applicants with arrest records.