Legal Assistant

The Phoenix Group; Irvine (CA); On-site; USD 55,000 - 75,000; Full time

Job summary

The Phoenix Group Advisors in Irvine, CA seeks an experienced Legal Secretary to provide essential administrative and secretarial support to a litigation team. You will draft and format legal documents, manage e-filing across state and federal courts, and maintain calendars.

You will oversee client billing, organize case files in iManage or similar DMS, and coordinate travel and meetings while handling confidential information with professionalism.

Qualifications

• Minimum of 4 years recent experience supporting litigation attorneys in a law firm setting.
• Proven expertise in federal and California state court procedures and e-filing protocols.
• Strong proficiency with Microsoft Office Suite (Word, Excel, Outlook) and document management systems (e.g., iManage, FileSite, NetDocs).
• Exceptional organizational skills and meticulous attention to detail.
• Ability to work independently, manage multiple priorities, and meet strict deadlines.
• Excellent interpersonal and communication skills.
• Demonstrated professionalism, motivation, and a proactive work ethic.
• Adaptability to learning new legal software and workflows quickly.

Responsibilities

• Offer comprehensive administrative and legal secretarial support to a team of five attorneys, ensuring smooth daily operations.
• Draft, review, and format legal documents, correspondence, and pleadings with high precision and adherence to legal standards.
• Manage e-filing in state, federal, and appellate courts, ensuring timely submission of documents.
• Maintain and update attorney calendars, including court dates, appointments, and internal deadlines.
• Coordinate travel arrangements, meetings, and client visits while overseeing billing processes and invoice preparation.
• Organize and maintain detailed case files and electronic document management systems (DMS), such as iManage or similar platforms.
• Prioritize workload and handle multiple projects simultaneously in a deadline-driven, high-pressure setting.
• Exercise professional judgment when managing confidential legal information and administrative requests.
• Collaborate effectively with attorneys, clients, and court staff to facilitate communication and workflow.

Skills

Litigation support

Organization skills

Attention to detail

Communication skills

Independent work

Tools

iManage

NetDocs

FileSite

Time Matters

Clio

Practical Law

Job description

This Legal Secretary position involves providing essential administrative and secretarial support to a team of attorneys specializing in litigation. The role is integral to managing legal documentation, court filings, calendar coordination, and client billing, impacting overall office productivity and case effectiveness.

Key Responsibilities

• Offer comprehensive administrative and legal secretarial support to a team of five attorneys, ensuring smooth daily operations.
• Draft, review, and format legal documents, correspondence, and pleadings with high precision and adherence to legal standards.
• Manage e-filing in state, federal, and appellate courts, ensuring timely submission of documents.
• Maintain and update attorney calendars, including court dates, appointments, and internal deadlines.
• Coordinate travel arrangements, meetings, and client visits while overseeing billing processes and invoice preparation.
• Organize and maintain detailed case files and electronic document management systems (DMS), such as iManage or similar platforms.
• Prioritize workload and handle multiple projects simultaneously in a deadline-driven, high-pressure setting.
• Exercise professional judgment when managing confidential legal information and administrative requests.
• Collaborate effectively with attorneys, clients, and court staff to facilitate communication and workflow.

Core Qualifications & Requirements

• Minimum of 4 years recent experience supporting litigation attorneys in a law firm setting.
• Proven expertise in federal and California state court procedures and e-filing protocols.
• Strong proficiency with Microsoft Office Suite (Word, Excel, Outlook) and document management systems (e.g., iManage, FileSite, NetDocs).
• Exceptional organizational skills and meticulous attention to detail.
• Ability to work independently, manage multiple priorities, and meet strict deadlines.
• Excellent interpersonal and communication skills.
• Demonstrated professionalism, motivation, and a proactive work ethic.
• Adaptability to learning new legal software and workflows quickly.

Nice-to-Have Qualifications

• Experience with billing software such as Time Matters, Clio, or Practical Law.
• Knowledge of legal research platforms (Westlaw, LexisNexis).
• Familiarity with litigation support tools and case management systems.
• Bilingual abilities are a plus.
• Prior experience supporting attorneys handling complex or high-volume litigation cases.

Core Technical Skills

• Legal document drafting and formatting
• Litigation calendaring and deadline management
• Document management systems (iManage, NetDocs, FileSite)
• Microsoft Office Suite (Word, Excel, Outlook)
• Legal billing and timekeeping software

The Phoenix Group Advisors is an equal opportunity employer. We are committed to creating a diverse and inclusive workplace and prohibit discrimination and harassment of any kind based on race, color, religion, gender, sexual orientation, gender identity or expression, national origin, age, genetic information, disability, or veteran status. We strive to attract talented individuals from all backgrounds and provide equal employment opportunities to all employees and applicants for employment.