Litigation Legal Administrative Assistant

Virtual Hire Staffing; San Jose (CA); Hybrid; USD 75,000 - 100,000; Full time

Job summary

Virtual Hire Staffing is seeking a proactive Litigation Legal Administrative Assistant with 7+ years of Civil Litigation support to partner with attorneys and paralegals in Downtown San Jose. The role manages court filings, calendars, document preparation, and workflow for a small team, with a hybrid schedule: 4 days in-office and 1 day remote after on-boarding.

You will work across State and Federal courts, ensuring accuracy, timeliness, and compliance while handling sensitive client matters.

Qualifications

• 7+ years as a litigation legal administrative assistant supporting civil litigation.
• Federal Court e-filing knowledge and calendar management.
• Advanced MS Word (pleadings, TOC/TOA, redlining), Outlook, Excel, and PowerPoint.
• Strong self-motivation with superb organization to manage competing priorities.
• Location in or near Downtown San Jose, CA for a 4-day in-office schedule.
• Work authorization to work in the U.S. without sponsorship.

Responsibilities

• Document Preparation & Formatting for State and Federal court filings.
• E-Filing & Court Rules across Bay Area state courts, Federal CM/ECF, and appellate courts.
• Calendaring & deadline tracking for hearings, trials, discovery, and depositions.
• Organize trial exhibits, evidence, and court reporter coordination.
• Administrative & billing support including timekeeping, expenses, travel, invoicing, and receivables.
• General office support and coverage for the team.

Skills

Litigation support

Time management

Organizational skills

Federal court e-filing

Education

Legal Secretary Certificate

Tools

ProLaw

NetDocs

Microsoft Word

Outlook

Excel

PowerPoint

Job description

Required Skills

• porior law office experience

Job Summary

Position Overview

Our client is seeking a proactive Litigation Legal Administrative Assistant with 7+ years of experience to provide essential support to attorneys and paralegals within their Intellectual Property litigation practice group in Downtown San Jose. This role acts as a key operational partner managing court filings, case calendars, document preparation, and workflow for 3+ legal professionals simultaneously.

Work Policy: Hybrid (4 days in-office, 1 day remote potential after on-boarding)

Key Responsibilities

• Document Preparation & Formatting: Format, proofread, and edit complex litigation documents for State and Federal court filings. Create Tables of Authority (TOA), Tables of Contents (TOC), and perform document redlining.
• E-Filing & Court Rules: Manage electronic court filings across Bay Area State Courts, Federal Courts (CM/ECF), and Appellate Courts in strict adherence to procedural rules.
• Calendaring & Deadline Tracking: Calculate, track, and maintain attorney calendars for court hearings, trial dates, discovery deadlines, and depositions.
• Trial & Hearing Logistics: Organize evidence, exhibits, briefs, appendices, and trial binders. Coordinate court reporters and assist with meeting preparation.
• Administrative & Billing Support: Support attorneys with timekeeping, expense report tracking, travel arrangements, client communications, vendor invoice approvals, and receivables monitoring.
• General Office Support: Handle incoming mail, maintain electronic/physical case files, and offer coverage for administrative team members.

Qualifications & Requirements

• Experience: 7+ years as a litigation legal administrative assistant supporting civil litigation practice groups.
• Federal Court Proficiency: Hands-on experience with Federal Court e-filing procedures, rules, and calendaring.
• Software Mastery: Advanced proficiency in Microsoft Word (formatting pleadings, TOC/TOA, redlines), Outlook, Excel, and PowerPoint.
• Workstyle: Highly self-motivated with strong organizational skills to manage competing priorities without direct supervision.
• Location: Based in or commutable to Downtown San Jose, CA for a 4-day in-office schedule.
• Work Authorization: Must be eligible to work in the U.S. without sponsorship (U.S. Citizen or Green Card holder).

Preferred Qualifications

• Prior experience supporting Intellectual Property (IP) or class action litigation.
• Familiarity with law firm software systems, specifically ProLaw and NetDocs.
• Legal Secretary Certificate from an ABA-accredited institution.
• Experience in a mid-size or regional law firm environment.