Legal Secretary Litigation

Baker McKenzie International; Los Angeles (CA); Hybrid; USD 96,000 - 103,000; Full time

Benefits offered by this job

Medical insurance

Dental insurance

Vision insurance

401(k)

Job summary

Baker McKenzie is seeking a Legal Secretary to provide high-level secretarial and litigation support to attorneys in a fast-paced environment.

Key responsibilities include managing attorneys' calendars, scheduling meetings and travel, drafting and formatting documents, and handling billing support and time entries. The role emphasizes accuracy, discretion, and professional client service.

Qualifications

• High School Diploma or equivalent required; Secretarial or Administrative degree preferred.
• Minimum of 8-10 years of legal secretarial experience, preferably supporting litigation attorneys.
• Experience with trial preparation and court filing procedures.

Responsibilities

• Manage attorneys' calendars, including complex scheduling and coordination of meetings.
• Follow up on meeting action items and ensure timely completion of deliverables.
• Schedule and organize meetings, seminars, and travel arrangements.
• Process and manage vendor invoices and related administrative documentation.
• Prepare expense reports, billing support, and time entries in Intapp Time.
• Organize emails, calls, and requests for information with professionalism.
• Prepare, edit, proofread, and format correspondence, memos, and client materials.
• Update and proof client-facing materials.
• Prepare pleadings, briefs, motions, and discovery documents; assist with filings.
• Coordinate and serve discovery documents; maintain familiarity with court rules.
• Support trial preparation and maintain case records.

Skills

Calendar management

Communication

Attention to detail

Time management

Proactive mindset

Independent work

Education

High School Diploma or equivalent

Secretarial/Administrative degree preferred

Tools

iManage

Chrome River

Document management systems

Microsoft Word

Microsoft Excel

PowerPoint

Job description

The Legal Secretary will provide high-level secretarial, administrative, and litigation support to attorneys while ensuring efficient management of legal matters, administrative processes, and client service activities. The role requires a proactive professional who can independently manage competing priorities, maintain accuracy under pressure, and provide exceptional support in a fast-paced legal environment.

Main responsibilities:

Attorney and Administrative Support:

• Manage attorneys' calendars, including complex scheduling and coordination of meetings.
• Follow up on meeting action items and ensure timely completion of deliverables.
• Schedule and organize complex activities such as meetings, seminars, and domestic and international travel arrangements.
• Process and manage vendor invoices and related administrative documentation.
• Prepare expense reports, check requests, billing support, time entries in Intapp Time, mail distribution, and other administrative tasks.
• Organize and prioritize high volumes of emails, phone calls, and requests for information.
• Respond to regularly occurring requests for information with professionalism and discretion.
• Prepare, edit, proofread, and format correspondence, memos, presentations, reports, charts, and other business documents.
• Update and proof visual presentations and other client-facing materials.

Litigation Support:

• Prepare attorneys' correspondence and legal documents with minimal direction.
• Format, revise, and proofread pleadings, briefs, motions, discovery requests, and other legal documents.
• Generate Tables of Contents (TOC) and Tables of Authorities (TOA) for briefs and court filings.
• Assist with manual and electronic court filings.
• Coordinate and serve discovery documents.
• Maintain familiarity with California Rules of Court, Federal Rules of Civil Procedure, and applicable court procedures.
• Support attorneys with trial preparation, including organization of exhibits, filings, and case materials.
• Maintain accurate case-related records and documentation.

Teamwork and Collaboration:

• Work effectively with attorneys, clients, court personnel, and colleagues at all levels of the Firm.
• Volunteer to assist others within the practice group and office as needed.
• Foster a collaborative and positive team environment.
• Share knowledge, information, and expertise with colleagues.
• Demonstrate strong problem-solving skills and exercise sound judgment in handling administrative and legal support matters.

Skills and experience:

Education and Experience:

• High School Diploma or equivalent required; Secretarial or Administrative degree preferred.
• Minimum of 8-10 years of legal secretarial experience, preferably supporting litigation attorneys within a law firm or professional services environment.
• Experience supporting both litigation and administrative functions in a fast-paced environment.
• Experience with trial preparation and court filing procedures.

Technical Skills:

• Intermediate to advanced proficiency in Microsoft Word, Excel, and PowerPoint.
• Intermediate knowledge of Firm technologies and legal support platforms, including:
• iManage
• Chrome River
• Other document management and workflow systems
• Strong technical aptitude with the ability to learn new systems quickly.
• Excellent English verbal and written communication skills.
• Strong proofreading, grammar, spelling, and document formatting skills.
• Exceptional attention to detail and accuracy.
• Strong organizational, planning, and time-management skills.
• Ability to prioritize multiple assignments and meet intense deadlines.
• Ability to work independently with minimal supervision.
• Strong analytical, problem-solving, and decision-making skills.
• Professional demeanor and ability to interact effectively with individuals at all levels.
• Demonstrated commitment to teamwork, collaboration, and client service.
• Understanding of Firm structure, resources, and administrative processes.
• Commitment to continuous improvement and identifying process efficiencies.

Key Attributes:

• Team player with a proactive, service-oriented mindset.
• Highly organized and detail-oriented.
• Able to perform effectively under pressure and in deadline-driven environments.
• Dependable, adaptable, and resourceful.
• Consistently demonstrates professionalism, discretion, and sound judgment.

About us

Baker McKenzie empowers clients to compete in the global economy. We provide comprehensive and practical legal advice that cuts through complexity with clear, actionable guidance. Our people represent diverse cultures and jurisdictions, combining local know-how with international expertise to ensure your business thrives across borders .

Additional Information

Baker McKenzie is an Equal Opportunity Employer. We are committed to promoting diversity and inclusion for all. Our unique international culture is reflected in the drawing together of a worldwide family of individuals from diverse cultures and backgrounds in all of our offices. We encourage the best people - regardless of race, religion or belief if any, gender, gender identity, disability, sexual orientation or age - to fulfill their professional aspirations with us. We are committed to ensuring an inclusive and accessible experience for all candidates. Should candidates require any reasonable adjustments and/or accommodations when applying to or interviewing with our Firm, please notify [e-mail]

Pay Transparency

• This position is bonus eligible and includes benefits such as medical, dental, vision, and 401(k) based on number of hours worked.
• The US base compensation for this position is expected to be $96,000 to $103,000 (annually) if located in an office in the state of California. Within the range, individual pay is determined by work location and additional factors, including job-related skills, experience, and relevant education or training. Your recruiter can share more about the specific salary range for your preferred location during the hiring process.
• California notice:Background checks for applicants will be administered in accordance with applicable law, and qualified applicants with arrest or conviction records will be considered for employment consistent with those laws, including the San Francisco Fair Chance Ordinance, the Los Angeles County Fair Chance Ordinance for Employers, and the California Fair Chance Act, for US-based candidates.