Litigation Secretary

Binding Minds Inc. (Certified Disability Owned Business Enterprise); Los Angeles (CA); On-site; USD 65,000 - 85,000; Full time

Job summary

Binding Minds Inc. (Certified Disability Owned Business Enterprise) is seeking a Legal Practice Coordinator to provide high-impact administrative and practice support. The ideal candidate will have a Bachelor’s degree and at least 3+ years' experience supporting attorneys in a law firm.

This role involves managing deadlines, supporting billing processes, and ensuring seamless operations, all while communicating effectively with clients and team members.

Proficiency in Microsoft Office and Salesforce is essential.

Qualifications

• Minimum 3+ years’ experience supporting attorneys in a law firm.
• Experience managing complex administrative tasks and legal documents.
• Proficiency in electronic filing platforms and document management systems.

Responsibilities

• Manage calendars, deadlines, travel, and meetings.
• Draft, edit, and finalize legal and administrative documents.
• Assist with billing, invoicing, and client inquiries.

Skills

Organizational skills

Problem-solving

Communication skills

Attention to detail

Proficiency in Microsoft Office

Education

Bachelor’s or Associate’s degree in business, finance, or related field

Tools

Salesforce

Adobe Acrobat Pro

DocuSign

Aderant or 3E

Job description

The Legal Practice Coordinator is a trusted partner to attorneys and timekeepers, delivering high-impact administrative and practice support in a fast-paced, collaborative environment. This role blends organization, problem-solving, and project coordination to keep attorney schedules, client matters, billing, and practice initiatives running seamlessly. With a strong understanding of legal procedures, firm operations, and client needs, the Legal Practice Coordinator provides exceptional service, anticipates next steps, and consistently delivers high-quality work that helps the practice perform at its best.

Administrative Coordination

• Manage calendars, deadlines, travel, and meetings.
• Serve as key contact for internal and external clients; screen communications.
• Maintain client, matter, and contact data in Outlook and Salesforce.
• Manage files in compliance with records and confidentiality policies.
• Support matter administration, including conflicts, engagement letters, audits, and secure data transfers.

General Practice Support

• Draft, edit, and finalize legal and administrative documents.
• Coordinate practice projects, meetings, research, and events.
• Support client development efforts, including pitches and meetings.
• Partner with Billing, Marketing, IT, and Office Services.

Billing and Financial Administration

• Manage attorney time entry and ensure timely submission.
• Assist with budgets, projections, and client reports.
• Support billing, invoicing, and client inquiries; assist with collections as needed.
• Process expenses, reimbursements, and invoices.

Travel and Meeting Logistics

• Arrange domestic and international travel.
• Coordinate meetings, conferences, and client events.
• Prepare itineraries and distribute materials.

Team and Leadership Support

• Anticipate attorney needs and manage priorities.
• Communicate professionally with clients and vendors.
• Provide backup support and assist with training and team initiatives.

Litigation Support

• Support matters from inception through trial or resolution.
• Assist with trial prep, filings, depositions, and logistics.
• Manage case documents and exhibits.

ABOUT YOU

• Bachelor’s or Associate’s degree in business, finance, or a related field and relevant certifications is highly preferred.
• Minimum 3+ years’ experience supporting attorneys, including partners, in a law firm or professional services environment. Experience managing complex administrative tasks, legal documents, and sophisticated scheduling required and an in depth understanding of law firm practice areas.
• Experience coordinating cross-functional or interdepartmental projects and ensuring that deadlines are met.
• Proficiency in Microsoft Office suite (Word, Excel, PowerPoint, and Outlook), Adobe Acrobat Pro, DocuSign, electronic filing platforms, document management systems, CRM platforms, expense reimbursement, time, attendance and billing tracking software (e.g., Aderant or 3E) is essential.
• A strong ability to learn and adapt to new software applications and technological tools. Comfort with ongoing changes in technology and willingness to embrace new systems and processes as they are introduced.
• Excellent communication skills and the ability to build effective internal and external client relationships. Excellent grammar, attention to detail, and ability to manage multiple deadlines in a fast-paced practice group. Must exhibit discretion, diplomacy, and professionalism in verbal and written communications. Ability to interact effectively with all levels of management and staff and a variety of external entities, including clients and prospective clients of the firm.
• Ability to work under pressure and complete job assignments in an accurate and timely manner. Strong organizational skills and the ability to apply strong attention to detail to all levels of work. Ability to multitask, prioritize work, and meet deadlines.
• Uses sound decision making and judgment. Skilled in prioritizing high-volume workloads, solving problems proactively, and maintaining confidentiality.
• Demonstrated ability to maintain positive internal and external client relationships and anticipate needs.
• Eagerness to refine processes and adopt best practices for tasks like billing, filings, or scheduling. Exhibits a proactive approach to learning, including seeking out training opportunities and resources to enhance technological skills.