Legal Secretary

Aspire Talent Solutions; Irvine (CA); On-site; USD 55,000 - 70,000; Full time

Benefits offered by this job

Overtime as needed

Job summary

Aspire Talent Solutions is seeking a detail-oriented legal secretary to support a fast-paced Irvine office. The role focuses on preparing and finalizing complex legal documents, handling e-filings, and supporting litigation through all stages.

Responsibilities include calendar management, client intake processing, and aiding with marketing materials as needed. The position is full-time and on-site in Irvine, with standard hours and overtime as required.

Qualifications

• Must have strong writing, editing, and proofreading skills.
• Proficient in Microsoft Word, Excel, and PowerPoint.
• Familiarity with document management systems such as iManage preferred.
• Knowledge of Best Authority preferred.
• Excellent organizational and communication skills.

Responsibilities

• Prepare, revise, format, and finalize complex legal documents and correspondence.
• Handle e-filings and support litigation through all stages.
• Assemble documents and exhibits for court filings and hearings.
• Proofread for accuracy, grammar, and firm formatting standards.
• Create/update Tables of Contents and Tables of Authorities.

Skills

Writing/editing/proofreading

MS Office proficiency

Organization

Verbal/telephone communication

Education

High School Diploma or equivalent

Tools

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.