Litigation Secretary

Novate Legal Search; Palo Alto (CA); On-site; USD 95,000 - 115,000; Full time

Job summary

Novate Legal Search in Palo Alto, CA is seeking a Litigation Legal Secretary for an immediate start. You will support assigned attorneys with a range of secretarial and administrative duties and interact with clients and staff while upholding confidentiality.

The role requires 8+ years of litigation secretarial experience, strong proofreading and grammar, and proficiency with Microsoft Office; familiarity with iManage or CompuLaw is a plus.

Qualifications

• Minimum 8 years of litigation secretarial experience.
• Strong proofreading skills, attention to detail and solid grammar/spelling skills.
• High degree of proficiency with Microsoft Word, Outlook, Excel.

Responsibilities

• Input, revise, and finalize correspondence, memoranda and other legal documents.
• File legal documents in federal and state courts, including e-filing in all courts and agencies; prepare documents for service of process.
• Verify all attachments, exhibits and enclosures are included with transmittal letters/memos.
• Proofread documents and check for appropriate formatting, spelling and grammar.
• Maintain good public relations with clients.
• Review all incoming mail, distribute to teams as needed and upload to the DMS.
• Prepare documents and packages for mail, messenger and overnight delivery.
• Prepare expense reports, manage vendor invoices, mailings, and request checks as needed.
• Enter attorney time. Send time entry reminders.
• Process client billing. Assist with review and edit of bills as necessary.
• Schedule appointment and make arrangements for meetings, conferences and travel.
• Complete client/matter intake forms. Request conflicts of interest checks. Open new files. Prepare files to be closed.
• Coordinate and follow through on requests and projects with other support departments.
• Provide overflow and absence coverage assistance as well as secretarial support for Secretarial Team Members attorneys.
• Other duties and projects as assigned.

Skills

Litigation secretarial experience

Proofreading & grammar

Microsoft Office

Legal terminology & citations

iManage/CompuLaw

Time management & prioritization

Overtime flexibility

Attendance & punctuality

Tools

iManage

CompuLaw

Job description

• CONTRACT LITIGATION SECRETARY- IMMEDIATE START!!

• As a Litigation Legal Secretary, you will provide a variety of secretarial and administrative duties for assigned attorneys. You will be responsible for interacting with colleagues in a team setting and upholding the image of the Firm by maintaining positive contact with clients, attorneys and staff, and observing confidentiality of client matters.

  The Day-to-day

  On any given day, you will be working with firm leadership, partners, and business colleagues on a variety of requests and projects. You will:

  • Input, revise, and finalize correspondence, memoranda and other legal documents. Draft routine correspondence, memoranda and other documents.
  • File legal documents in federal and state courts, including e-filing in all courts and agencies; prepare documents for service of process; prepare case shell documents for use by attorneys.
  • Verify all attachments, exhibits and enclosures are included with transmittal letters/memos.
  • Proofread documents and check for appropriate formatting, spelling and grammar.
  • Maintain good public relations with clients.
  • Review all incoming mail, distribute to teams as needed and upload to the DMS.
  • Prepare documents and packages for mail, messenger and overnight delivery.
  • Prepare expense reports, manage vendor invoices, mailings, and request checks as needed.
  • Enter attorney time. Send time entry reminders.
  • Process client billing. Assist with review and edit of bills as necessary.
  • Schedule appointment and make arrangements for meetings, conferences and travel.
  • Complete client/matter intake forms. Request conflicts of interest checks. Open new files. Prepare files to be closed.
  • Coordinate and follow through on requests and projects with other support departments (e.g. receptionists, file/document clerks, office services).
  • Provide overflow and absence coverage assistance as well as secretarial support for Secretarial Team Members attorneys.
  • Other duties and projects as assigned.

  You Have

  • A minimum of 8 years of litigation secretarial experience. (Entertainment Litigation experience is a plus).
  • Strong proofreading skills, attention to detail and solid grammar/spelling skills.
  • High degree of proficiency with Microsoft programs (Word, Outlook, Excel).
  • Legal citation and legal terminology expertise.
  • Familiarity with iManage, Compulaw or similar technology.
  • The ability to organize, prioritize and meet the demands off multiple attorney assignments.
  • Flexibility to work overtime occasionally.
  • Good attendance and punctuality.