Litigation Secretary

Permanent Placements LLC; California; Hybrid; USD 85,000 - 95,000; Full time

Benefits offered by this job

Medical, dental, and vision insurance

Life and disability insurance

401(k)

Paid time off and holidays

Health Savings Account options

Flexible Spending Accounts

Commuter and transit benefits

Employee Assistance Program

Professional development and skills培训

Employee referral program

Discounted pet insurance

Job summary

Permanent Placements LLC is recruiting an experienced Litigation Secretary for a Menlo Park, CA office with flexible remote and in-office work arrangements.

The ideal candidate will have 5+ years in California civil litigation, supporting multiple attorneys, managing calendars, preparing pleadings, and coordinating state and federal filings. Strong proofreading, organizational, and communication skills are required.

Qualifications

• Minimum 5 years of Litigation Secretary experience.
• California civil litigation knowledge required.
• Experience with state and federal e-filing, pleadings, discovery, motions, and trial prep.
• Strong proofreading, grammar, and document-production skills.
• Strong organizational and time-management abilities.
• Ability to support multiple attorneys and manage competing priorities.
• Excellent written and verbal communication skills.
• Independent work ethic and ability to meet strict deadlines.
• Proactive approach to anticipate attorney needs.

Responsibilities

• Provide comprehensive litigation and administrative support to multiple attorneys.
• Manage attorney calendars, including court deadlines, hearings, depositions, appointments, and filing dates.
• Monitor litigation deadlines and proactively ensure attorneys have sufficient time to meet upcoming requirements.
• Prepare, format, edit, proofread, and finalize pleadings, discovery requests/responses, motions, and trial-related documents.
• Coordinate electronic filings in California state and federal courts.
• Assist with discovery, deposition scheduling, motion practice, and trial preparation.
• Prepare summaries and indexes of medical records; review and organize medical billing records.
• Maintain organized electronic case files and litigation materials.
• Assist with attorney timekeeping and billable tasks.
• Utilize litigation technology to support discovery, motion practice, virtual proceedings, and trial preparation.

Skills

Calendaring

E-filing

Proofreading

Document production

Multitask support

Communication

Tools

Microsoft Word

Microsoft Outlook

Microsoft Excel

Adobe Acrobat

NetDocuments

Job description

Our client, an established law firm with a growing civil litigation practice, is seeking an experienced Litigation Secretary to join its Menlo Park office. This position offers flexible remote and in-office work arrangements.

The ideal candidate will have at least five years of California civil litigation experience and be comfortable supporting multiple attorneys, managing complex calendars and court deadlines, preparing litigation documents, and coordinating state and federal court filings.

Responsibilities

• Provide comprehensive litigation and administrative support to multiple attorneys
• Manage attorney calendars, including court deadlines, hearings, depositions, appointments, and filing dates
• Monitor litigation deadlines and proactively ensure attorneys have sufficient time to meet upcoming requirements
• Prepare, format, edit, proofread, and finalize:
• Pleadings
• Discovery requests and responses
• Motions
• Trial-related documents
• Coordinate electronic filings in California state and federal courts
• Assist with discovery, deposition scheduling, motion practice, and trial preparation
• Prepare summaries and indexes of medical records
• Review and organize medical billing records
• Maintain organized electronic case files and litigation materials
• Assist with attorney timekeeping and billable tasks
• Utilize litigation technology to support discovery, motion practice, virtual proceedings, and trial preparation
• Communicate professionally with attorneys, clients, opposing counsel, court personnel, and other parties

Qualifications

• Minimum 5 years of Litigation Secretary experience
• Prior law firm experience required
• Strong knowledge of California state and federal court procedures
• Experience with:
• State and federal e-filing
• Pleadings
• Discovery
• Motion practice
• Deposition coordination
• Trial preparation
• Excellent proofreading, grammar, and document-production skills
• Strong organizational and time-management abilities
• Ability to support multiple attorneys and manage competing priorities
• Excellent attention to detail
• Strong written and verbal communication skills
• Ability to work independently and meet strict deadlines
• Proactive approach with the ability to anticipate attorney needs

Preferred Experience

Experience with one or more of the following is preferred:

• Personal injury litigation
• Medical records and medical billing documentation

Technical Skills

Strong proficiency with:

• Microsoft Word
• Microsoft Outlook
• Microsoft Excel
• Adobe Acrobat
• Document management systems
• California state and federal electronic filing systems
• Timekeeping and billing applications
• Litigation support technology

Experience with NetDocuments is a plus.

Base Salary: $85,000 - $95,000 annually

Benefits may include:

• Medical, dental, and vision insurance
• Life and disability insurance
• 401(k)
• Paid time off and paid holidays
• Health Savings Account options
• Flexible Spending Accounts
• Commuter and transit benefits
• Employee Assistance Program
• Professional development and skills training
• Employee referral program
• Discounted pet insurance

Location & Work Arrangement

• Flexible remote and in-office work arrangements

Application Requirements

Interested candidates should submit:

• Resume
• Additional professional materials as requested during the recruitment process

Our client is seeking an experienced Litigation Secretary who brings strong California civil litigation knowledge, sophisticated calendaring and e-filing experience, excellent document-production skills, and the ability to proactively support multiple attorneys in a fast-paced environment.