Senior Litigation Secretary — E-Filing & Case Docs

Atkinson, Andelson, Loya, Ruud & Romo; Pasadena (CA); On-site; USD 80,000 - 92,000; Full time

Job summary

Atkinson, Andelson, Loya, Ruud & Romo (AALRR) is a California-based AmLaw 200 law firm dedicated to providing legal services to public and private organizations throughout the state. The Legal Secretary position offers high‑level administrative and secretarial support to attorneys, drafting and finalizing complex documents, managing e‑filings, calendars, and hearings in a fast‑paced, in‑office environment.

Strong organizational skills and five years of litigation experience are essential.

Qualifications

• High School Diploma or equivalent.
• Minimum of five years of litigation secretary experience.
• Strong writing, editing, and proofreading skills.
• Proficiency in Microsoft Office Suite; familiarity with iManage preferred.
• Excellent organizational and multitasking abilities.
• Strong communication with clients and staff.

Responsibilities

• Prepare, revise, and format legal documents, correspondence, memoranda, and emails from written drafts and transcription.
• Handle e‑filings and support all stages of the litigation process, from initiation through trial.
• Assemble documents and exhibits for court filings, recordings, hearings, arbitrations, mediations, depositions, and other proceedings.
• Proofread documents to ensure accuracy, correct grammar, and compliance with Firm formatting standards.
• Create and update Tables of Contents (TOC) and Tables of Authorities (TOA).
• Schedule and coordinate appointments, meetings, and deadlines for attorneys.
• Maintain and monitor attorney calendars, ensuring all critical dates are recorded on the master calendar.
• Prepare and process new client/matter intakes per Firm procedures.
• Utilize computers, transcription equipment, and legal software to efficiently produce and manage documents.
• Arrange travel for attorneys, including hotel, airfare, and ground transportation.
• Sort, read, print, and distribute incoming mail and emails to appropriate recipients.
• Assist with the creation and assembly of marketing materials such as pitch folders, attorney biographies, and PowerPoint presentations.
• Provide backup and overflow coverage to other attorneys and staff as needed.
• Maintain confidentiality of all Firm, client, and personnel information.
• Additional duties may be assigned as required to meet business needs.

Skills

Strong writing

Editing

Proofreading

Microsoft Office

Education

High School Diploma or equivalent

Tools

iManage

Job description

Atkinson, Andelson, Loya, Ruud & Romo (AALRR) is a California-based AmLaw 200 law firm dedicated to providing legal services to public and private organizations throughout the state. The Legal Secretary position offers high‑level administrative and secretarial support to attorneys, drafting and finalizing complex documents, managing e‑filings, calendars, and hearings in a fast‑paced, in‑office environment.

Strong organizational skills and five years of litigation experience are essential.