Legal Support Specialist - Litigation

Greenberg Traurig; Los Angeles (CA); On-site; USD 61,000 - 72,000; Full time

Benefits offered by this job

Health insurance

401K

Dental insurance

Vision care

Short-term disability

Long-term disability

Life insurance

Employee assistance program

Job summary

Greenberg Traurig seeks a Legal Support Specialist in Los Angeles to provide high-level litigation secretarial support. The role involves preparing materials from onset to post-trial, managing filings, deposition prep, and organizing case files with accuracy. Strong editing and communication skills are essential.

The candidate will handle time entry, client billing, travel coordination, and calendar management while supporting multiple attorneys in a fast-paced environment.

Qualifications

• Bachelor’s Degree or equivalent experience preferred.
• Minimum 10 years of experience as a legal secretary in litigation.
• Experience with iManage and MS Office preferred.
• Familiarity with AI tools to support workflow is a plus.

Responsibilities

• Supports three or more attorneys with high-level secretarial tasks.
• Prepare litigation materials from onset to post-trial; manage filings and deposition prep.
• Organize case files, draft documents, and prepare client communications.
• Enter time and assist with client billing as needed.
• Coordinate scheduling, travel, and calendars for attorneys.
• Assist with discovery, document reviews, and trial preparation.

Skills

Litigation knowledge

Document management

Time entry & billing

Communication

Research support

Education

Bachelor's degree or equivalent

10+ years as legal secretary

Tools

iManage

Microsoft Office

AI tools (Copilot/ChatGPT)

Job description

Greenberg Traurig (GT), a global law firm with locations across the world in 15 countries, has an exciting employment opportunity for you. We offer competitive compensation and an excellent benefits package, along with the opportunity to work within an innovative and collaborative environment.Join our Litigation Team as a Legal Support Specialist located in our Los Angeles office.We are seeking a highly skilled professional who thrives in a fast-paced, deadline-driven environment. The ideal candidate possesses strong problem-solving and decision-making abilities, ensuring efficiency and accuracy in every task. With a dedicated work ethic and a can-do attitude, you will take initiative and approach challenges with confidence and resilience. Excellent communication skills are essential for collaborating effectively across teams and delivering exceptional client service. If you are someone who demonstrate initiatives, adaptability, and innovation, we invite you to join our team.This role will be based in our Los Angeles office, on an in-office basis. Regular in-office presence is required for day-to-day operations, as well as for team meetings, training opportunities, and relationship building.Position Summary:This position provides high-level secretarial and administrative support to three or more attorneys. Assist attorneys in preparing litigation cases from onset through post-trial; Document production and management, data mining, research; obtaining and organizing case files on a daily basis; preparing, organizing and maintaining deposition materials and summaries; assisting with trial and mediation preparations; may enter time; assist with document production including creation and editing of various legal forms, correspondence and documents. Candidate should also be flexible to work overtime as needed.Key Responsibilities:Handles scheduling and travel arrangements. Schedules court appearances, depositions, arbitrations, mediations, client meetings and conference calls; arranges business itineraries and coordinates lawyers’ travel arrangements; processes travel reimbursement, maintains calendar and due dates for lawyers as requiredOrganizes and coordinates flow of information. Sorts, reads and annotates incoming mail and documents as required - attaches appropriate file to facilitate necessary action; determines routing, signatures required, and maintains follow-ups. Answers phones and directs callers to appropriate persons as circumstances warrantTypes and composes general correspondence, memos, legal documents, faxes, reports, etc. from various sources (e.g., handwritten notes, tape dictation). Prepares communications outlined by lawyer in oral or written directions. Responsible for accuracy and clarity of final copy. Correlates and edits materials submitted by others. Organizes material that may be presented to lawyers in draft format. Ensures that all correspondence or other documentation is dispatched in a timely manner (via mail, messenger, express delivery services, etc.)Prepares draft documents such as briefs, complaints, motions, subpoenas, summonses, using firm templates and information from attorneys. Prepares motion binders and special working bindersFormats documents as appropriate for each court (consistent with litigator filing requirement instructions)Coordinates multi-document filings in Federal, Circuit and State courts, including E-filingsEstablishes and maintains filing and records, in both hard copy and electronic formats. Files information in a timely manner. Retrieves information from files as requested. Sends files to storage on a periodic basisEnters lawyers’ time as needed and sends to accounting by month-end deadlines. Prepares client billing as requiredResearches and abstracts information and support data in preparation for meetings, work projects, and reportsTakes action authorized by Lawyer or Business Director using initiative and good judgment in handling mattersNotifies appropriate parties the status of assigned lawyers; notifies Business Director about availability to assist with overflow workAssists attorneys in in all stages of litigation cases from onset through post-trialAscertains calendaring requirements for each matter and ensures proper maintenance of any required case calendarsOversees organization, maintenance and appropriate utilization of documents and other case-related materials, including maintenance of client-presentable and efficient work areas and case roomsAssists with the discovery process, including preparing for deposition, propounding and responding to written discovery and preparing for expert discoveryOversees and conducts document reviews; prepares documentation regarding criteria changes; tracks and reports on review progress and resultsPerforms analytical tasks, including preparing witness interview memoranda, reviewing and summarizing documents and deposition and court transcripts and creating and using substantive coding toolsAssists with law and motion practice, including assembling motion papers and exhibits, coordinating filings of pleadings and briefs and ensuring proper servicePerforms and oversees both simple and complex cite checking and proof reading of briefs and other legal documentsAssists with trial preparation, including creating trial notebooks, identifying and organizing exhibits, coordinating witness schedules, maintaining trial calendars and communicating effectively with opposing counsel and courtroom staffAssists with printing, scanning, organizing exhibit binders, preparing UPS labels and certified lettersAssists with other department activities as needed, and performs additional duties and responsibilities as assignedQualifications:Skills & CompetenciesEstablished understanding of litigation laws as they relate to individuals, partnerships and corporationsProficiency with rules for court document filingsComprehension of a variety of legal court documents, including complaints, answers, rulings, judgments, affidavits, motions, appeals, table of contents/authorities, subpoenas, court dockets, reports, memos and correspondenceStrong ability to maintain high standards, use good judgment and seek out ways to contribute and anticipate needsStrong attention to detail, organizational skills and ability to manage time effectivelyExcellent interpersonal skills, communication skills and the ability to collaborate well in a teamPosition also requires the ability to work under pressure to meet strict deadlinesRequires manual dexterity to dial a telephone, enter data into a computer, handle objects and operate toolsSome filing is required and this would entail the ability to lift files, open filing cabinets and bend or stand as necessaryWhile performing the duties of this job, the employee is occasionally required to walk from work station, to desk or to go to various offices to retrieve assignments. This position may also be sedentary and require the employee to sit for extended periods of timeEducation & Prior ExperienceBachelor’s Degree or equivalent experience preferredMinimum 10 years of experience as a legal secretary, working in a business law practice in the firm's Litigation departmentExperience with iManage preferredTechnologyComputer proficiency in Microsoft Office Suite applications including Word, PowerPoint, Excel and Outlook, as well as document management and other office technologies, expertise in e-filingExceptional computer skills with the ability to learn new software applications quicklyUnderstanding of AI capabilities, limitations, and responsible use in a professional environment.Familiarity with, or willingness to learn, firm-approved AI tools (e.g., Copilot, ChatGPT, or similar platforms) to support daily workflow and/or improve work quality.Physical Requirements:While performing the duties of this job, the employee is occasionally required to move from workstation or desk throughout the work area to work independently or with a team to meet with colleagues or supervisor and retrieve work assignments.This position may also be sedentary and require the employee to sit for extended periods of time.Requires manual dexterity to use a phone, enter data into a computer, handle objects, and use office equipment.Some filing is required and this would entail the ability to lift files, open filing cabinets, and bend or stand as necessary.The expected pay range for this position is:$44.03 to $52.20 per hourActual pay will be adjusted based on experience, location, and other job-related factors permitted by law. Full time employees may be eligible for a discretionary bonus, health insurance with an optional HSA, short term disability, long term disability, dental insurance, vision care, life insurance, Healthcare and Dependent Care Flexible Spending Accounts, 401K, vacation, sick time, and an employee assistance program. Additional voluntary programs include: voluntary accident insurance, voluntary life, voluntary disability, voluntary critical illness and cancer insurance and pet insurance. Commuter and Transit programs may also be available in certain markets.Pursuant to the Los Angeles County Fair Chance Ordinance for Employers and the California Fair Chance Act, we will consider qualified applicants with arrest or conviction records for employment.GT is an EEO employer with an inclusive workplace committed to merit-based consideration and review without regard to an individual’s race, sex, or other protected characteristics and to the principles of non-discrimination on any protected basis.