Litigation Secretary (5+ yrs exp) - Remote California

Permanent Placements LLC; Menlo Park (CA); Hybrid; USD 85,000 - 90,000; Full time

Benefits offered by this job

Medical insurance

Dental insurance

Vision insurance

401(k)

Paid time off

Paid holidays

Health Savings Account options

Flexible Spending Accounts

Commuter benefits

Employee Assistance Program

Professional development

Employee referral program

Pet insurance discounts

Job summary

PermanentPlacements LLC is seeking an experienced Litigation Secretary for its Menlo Park office with flexible remote and in-office work options. The role supports multiple attorneys, manages calendars, court deadlines, and filing schedules within California state and federal courts.

The ideal candidate has at least five years of California civil litigation experience, excels at preparing pleadings, discovery, and trial-related documents, and uses litigation technology to streamline workflows

Qualifications

• Minimum 5 years of Litigation Secretary experience
• Prior law firm experience required
• Strong knowledge of California state and federal court procedures
• Experience with: Litigation calendaring
• 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

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, Subpoenas, Correspondence, 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

Skills

Microsoft Word

Microsoft Outlook

Microsoft Excel

Adobe Acrobat

Litigation calendaring

E-filing knowledge

Communication skills

Time management

Tools

NetDocuments

Timekeeping software

Billing applications

Document management systems

Litigation support technology

Electronic filing systems (state and federal)

Job description

Litigation Secretary

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

  • Subpoenas

  • Correspondence

  • 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:

  • Litigation calendaring

  • 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:

• Construction litigation

• Premises liability

• Real estate litigation

• Personal injury litigation

• General civil defense

• 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.

Compensation & Benefits

Base Salary: $85,000 - $90,000 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

• Menlo Park, California

• Flexible remote and in-office work arrangements

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.