Legal Secretary

Tom Trese Networking LLC; Irvine (CA); On-site; USD 60,000 - 75,000; Full time

Benefits offered by this job

Full-time employment

Job summary

Tom Trese Networking LLC in Irvine, CA is seeking a capable Legal Secretary to support a fast-paced litigation practice. You will prepare and finalize complex legal documents, manage e-filings, assemble exhibits, and maintain master calendars for multiple attorneys.

You will handle travel arrangements, transcription tasks, and document management using tools like iManage and Best Authority, ensuring accuracy, confidentiality, and timely communication with clients and staff.

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

Responsibilities

• Prepare, revise, format, and finalize complex legal documents, correspondence, memoranda, and emails from drafts.
• Handle e-filings and provide administrative support throughout litigation stages.
• Assemble documents and exhibits for court filings, hearings, arbitrations, and depositions.
• Proofread documents for accuracy, grammar, and formatting compliance.
• 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 across cases.
• Prepare and process new client and matter intakes.
• Support management of litigation matters from inception through resolution.
• Utilize transcription equipment and legal software for document production.
• Arrange attorney travel, including lodging, airfare, and ground transportation.
• Sort, read, print, and distribute mail and emails to recipients.
• Provide backup coverage for other attorneys and staff as needed.
• Maintain confidentiality of firm, client, and personnel information.
• Assist with marketing materials, bios, and PowerPoint presentations.

Skills

Legal secretary experience

Writing and editing

Communication skills

Organizational skills

Time management

Education

High School Diploma or equivalent

Tools

Microsoft Office (Word, Excel, PowerPoint)

iManage

Best Authority

Job description

RESPONSIBILITIES:

Legal Document Preparation & Litigation Support:

• 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).

Calendar & Case Management:

• 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.

Administrative & Office Support:

• 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.

Marketing & Presentation Support:

• Assist with the creation and assembly of marketing materials, including pitch folders, attorney biographies, and PowerPoint presentations.

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.

• Familiarity with document management systems such as iManage preferred.

• Familiarity with Best Authority preferred.

• 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.

BENEFITS:

• Full-time employment with a standard 40-hour work week.

• Overtime as needed.

WORK ENVIRONMENT:

• Fully in-office position with regular on-site attendance required in Irvine, CA.

• Fast-paced law firm environment supporting multiple attorneys and litigation matters.

• Requires extended periods of computer use, typing, and viewing a monitor.

• Frequent walking, standing, and bending, particularly when organizing files, materials, or onboarding logistics.

• Ability to lift and carry items weighing up to 25 pounds, including office supplies, files, mail bins, and packages.

• Requires operation of standard office equipment, including copiers, scanners, printers, and multi-line phone systems.

• Requires the ability to remain seated for extended periods while performing computer-based and clerical tasks.

• Additional overtime may be required based on business needs.