Legal Secretary - Litigation

dwt; Los Angeles (CA); Hybrid; USD 70,000 - 90,000; Full time

Benefits offered by this job

Health and vision insurance

Dental plan

Fertility and adoption benefit

Paid sabbatical after 13 years

Tuition reimbursement

Commuter benefits

Retirement contribution

Job summary

Davis Wright Tremaine LLP in Los Angeles is seeking a Legal Secretary - Litigation to support five or more attorneys across practice groups. The role requires the ability to manage complex calendars, court filings, document preparation, and time entry in a fast-paced environment.

This hybrid position offers two days of remote work and three in-office days, with opportunities for professional growth, teamwork, and a culture of inclusion.

Qualifications

• 5+ years’ experience as a legal secretary or executive assistant.
• Strong word processing and computer skills; proficient MS Word/Excel/Outlook.
• Experience with NetDocs and PowerPoint is preferred.
• Ability to type with high accuracy under time-sensitive deadlines.

Responsibilities

• Heavy court filings including service of pleadings at multiple levels.
• Schedule remote hearings, depositions, meetings and calendar management.
• Type, proofread, format and edit legal documents under deadlines.
• Open/route mail and email; maintain case management files and docket deadlines.
• Handle attorney timekeeping, billing processes, travel arrangements and expenses.
• Coordinate with clients and attorneys; provide proactive support to teams.

Skills

Typing 75 wpm

Strong organizational skills

Multitasking

Communication skills

Tools

MS Word

MS Excel

MS Outlook

MS Office 365

NetDocs

PowerPoint

Job description

This is an exciting opportunity to work for one of the top law firms in the U.S.! Davis Wright Tremaine LLP is looking for a Legal Secretary - Litigation to join our team in our Los Angeles office.

We offer a hybrid work engagement with two days of remote work, and three days in-office.

This position is responsible for providing litigation secretarial support to five or more attorneys in various practice groups. Focus on providing a comprehensive range of secretarial support including typing, editing and/or formatting legal documents and correspondence, filing documents with various courts, both electronically and via messenger, arranging for service of documents on opposing counsel, coordinating schedules, client billing, new matter intake, inputting attorney time, paper and electronic file maintenance, calendar and contacts maintenance, coordinating travel arrangements, preparing expense reimbursement and other secretarial and administrative tasks as assigned. This position requires the ability to work independently at a high level, as well as in a team environment, with other secretaries and firm staff in various departments.

At Davis Wright Tremaine, you will find challenging assignments, opportunities for professional growth and community involvement, and a culture of inclusion. DWT fosters inclusiveness and authenticity. Regardless of position, everyone here has a voice and the support is unparalleled.

On a typical day you will:

Attorney Support:

• Heavy court filings including service of pleadings on opposing and associated counsel, at state, federal, and appellate level and in many different venues within California and other states
• Schedule remote hearings and deposition appearances, in-person depositions, appointments, and meetings
• Track litigation deadlines, provide deadlines to docketing and confirm deadlines are docketed correctly
• Type, proofread, format and edit correspondence and documents (e.g., pleadings, contracts, memoranda, agreements and other legal documents) under time-sensitive deadlines; some pleading drafting;
• Build and sustain attorney confidence by minimizing backlog and overtime while maintaining a deep understanding of their practices, goals, and firm policies.
• Regularly check in with attorneys to ensure projects are on track, exercise judgment on when to seek guidance, and assign tasks to support staff while ensuring timely completion. Communicate project status clearly to all team members.
• Efficiently handle complex and demanding workflows, leveraging firm resources when necessary.
• Make arrangements for messenger, overnight delivery or courier services as needed;
• Schedule appointments, conference calls, meetings and maintain calendars
• Open and route mail and email, attaching files and documents; save to case management system
• Docket deadlines
• Maintain attorney and client records

Client Interaction:

• Answer, screen and respond to phone calls
• Respond to attorney/clients needs with a sense of urgency, ensuring resolution with appropriate follow-up
• Serve as an intermediary with clients, responding to requests and proactively addressing client service needs to strengthen relationships.

Document Management:

• Maintain up-to-date forms and collaborate with word processing on templates.
• Type, proofread, compare, and edit legal and business documents under time-sensitive deadlines.
• Some pleading drafting

Administrative Duties:

• Work with attorneys to prioritize, organize and relieve them of administrative tasks
• Run conflicts and open new client and new matter files
• Make travel arrangements
• Prepare and submit expense/reimbursement reports and vendor invoices

Organize and maintain files:

• Maintain email files
• Electronic case management system
• Maintain attorney and client files, both paper and electronic formats
• Binders (e.g., for trial, working papers, and business development purposes)

Attorney timekeeping:

• Enter attorney time into time-keeping program and ensure release
• Process and edit prebills and oversee the client billing process

Ownership & Initiative:

• Take full ownership of personal success and the success of attorneys, welcoming challenges and proactively solving problems.

Engagement & Innovation:

• Stay curious, engaged, and solution-oriented, offering ideas to enhance service, teamwork, and efficiency.

Strategic Contribution:

• Understand firm and practice group objectives, identify opportunities to contribute, and actively participate in solutions to achieve desired goals.

Join us if you have:

• 5+ years’ experience as a legal secretary or executive assistant required; familiarity with law firm billing processes is a plus
• Demonstrated strong word processing and computer skills; proficient understanding of MS Word, MS Excel and MS Outlook required, experience with all MS Office 2016 products preferred. Experience with MS Office 365 is a plus. Proofreading, NetDocs and PowerPoint skills desired
• Demonstrated ability to type 75 wpm on word processing equipment with a high degree of accuracy
• Exceptional organizational skills required; ability to multi-task, work under pressure and meet conflicting deadlines
• Demonstrate the ability to communicate with finesse, use tact, diplomacy and discretion with firm contacts and clients
• Willing to work in a team-oriented, service environment; display willingness to share firm and technical knowledge with others
• High degree of attention to detail as well as initiative to learn new skills that will contribute to enhanced performance of their role
• Firm commitment to providing customer service excellence

Who We Are

Davis Wright Tremaine LLP is an AmLaw 100 law firm with 9 offices nationwide. We are relentlessly committed to client service and look for candidates who share that commitment. At DWT, client service means having empathy for each client’s and each lawyer’s work and personal pressures, business objectives, and legal needs; anticipating their needs; and having the capabilities and commitment to deliver what matters most to them.

What’s in it For You?

• Choice of health and vision insurance plans
• 2 paid volunteer days for qualifying community service work
• Dental plan
• Fertility and adoption benefit
• Paid sabbatical after 13 years of service
• Tuition reimbursement
• Commuter benefits
• Retirement contribution

This job description intends to describe the general nature and level of work being performed by individuals assigned to this position. It is not intended to include all duties and responsibilities.

California

Davis Wright Tremaine LLP fosters a culture where all talented individuals—including those who are traditionally underrepresented in the legal profession—can have, and can see, paths to success. Our commitment to diversity, equity, and inclusion sits on four pillars: Community, Growth, Education, and Engagement. Learn more about the firm’s commitment to DEI here: www.dwt.com/dei

Davis Wright Tremaine provides reasonable accommodations for those who need them to complete the application or recruiting process and for employees who need reasonable accommodations to perform the essential functions of their positions due to a disability or for religious reasons. If you need to request accommodation during the application or recruiting process, please email [e-mail].

#LI-AF1