Legal Secretary

CBL Legal Talent; San Diego (CA); On-site; USD 60,000 - 80,000; Full time

Job summary

A legal firm in San Diego is looking for an experienced Legal Secretary to provide high-level administrative support to attorneys. The role involves drafting and managing complex legal documents, handling e-filings, and maintaining calendars. Strong attention to detail, organizational skills, and a minimum of five years’ experience in a litigation environment are required. Proficiency in Microsoft Office and an understanding of litigation procedures are essential for success in this fast-paced law firm role.

Qualifications

• Minimum of five years of litigation secretary experience.
• Strong writing, editing, and proofreading skills.
• Ability to operate standard office equipment effectively.

Responsibilities

• Prepare, revise, and format legal documents.
• Handle e-filings and support all stages of litigation.
• Maintain and monitor attorney calendars.

Skills

Attention to detail

Organizational skills

Writing and proofreading

Verbal communication

Technical proficiency with software

Education

High School Diploma or equivalent

Tools

Microsoft Office Suite

Document management systems

Job description

The Legal Secretary provides high-level administrative and secretarial support to attorneys, ensuring the efficient management of litigation matters from inception through resolution. This position is responsible for drafting, revising, and finalizing complex legal documents; preparing and executing e-filings in state and federal courts and with administrative agencies; maintaining case calendars and tracking critical deadlines; and organizing materials for hearings, trials, arbitrations, and mediations. The role demands exceptional attention to detail, advanced organizational skills, and the ability to manage multiple cases and priorities in a fast-paced law firm environment. The ideal candidate will possess strong knowledge of litigation procedures, court rules, e-filing requirements, and legal terminology, along with professionalism, discretion, and initiative to anticipate the needs of attorneys and clients.

Essential Duties and Responsibilities

• Prepare, revise, and format legal documents, correspondence, memoranda, and emails from written drafts and transcription
• Handle e-filings and support all stages of the litigation process, from initiation through trial
• Assemble documents and exhibits for court filings, recordings, hearings, arbitrations, mediations, depositions, and other proceedings
• Proofread documents to ensure accuracy, correct grammar, and compliance with Firm formatting standards
• Create and update Tables of Contents (TOC) and Tables of Authorities (TOA)
• Schedule and coordinate appointments, meetings, and deadlines for attorneys
• Maintain and monitor attorney calendars, ensuring all critical dates are recorded on the master calendar
• Prepare and process new client/matter intakes per Firm procedures
• Utilize computers, transcription equipment, and legal software to efficiently produce and manage documents
• Arrange travel for attorneys, including hotel, airfare, and ground transportation
• Sort, read, print, and distribute incoming mail and emails to appropriate recipients
• Assist with the creation and assembly of marketing materials such as pitch folders, attorney biographies, and PowerPoint presentations
• Provide backup and overflow coverage to other attorneys and staff as needed
• Maintain confidentiality of all Firm, client, and personnel information
• Additional duties may be assigned as required to meet business needs

Qualifications and Requirements

• High School Diploma or equivalent
• Minimum of five years of litigation secretary experience
• Strong writing, editing, and proofreading skills
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint); familiarity with document management systems such as iManage preferred
• Strong organizational skills with the ability to prioritize workload for multiple attorneys
• Excellent verbal, written, and telephone communication skills 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 in attendance and punctuality

Physical Requirements

• Prolonged periods of sitting, with frequent standing and walking throughout the day
• Frequent use of a computer for reading, writing, and document preparation
• Clear verbal communication in both in-person and telephone interactions
• Occasional bending, climbing, and kneeling as needed
• Fine motor coordination for tasks such as writing, typing, using a computer mouse, and operating office equipment
• Availability to work more than 40 hours per week, including overtime when necessary