Senior Litigation Secretary, E-Filing & Documents Expert

Atkinson Andelson Loya Ruud & Romo; Irvine (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 seeking a Legal Secretary to provide high-level administrative and secretarial support to attorneys, managing litigation matters from inception to resolution.

The role requires drafting complex legal documents, e-filing in state and federal courts, maintaining calendars, and coordinating hearings and travel for attorneys. Must have five years of legal secretary experience and excellent communication skills.

Qualifications

• High School Diploma or equivalent.
• Minimum of five years of legal secretary experience.
• Strong writing, editing, and proofreading skills.
• Proficiency in Word, Excel, PowerPoint; familiarity with iManage preferred; familiarity with Best Authority preferred.
• Strong organizational skills with the ability to prioritize workload for multiple attorneys.
• Excellent verbal, written, and telephone communication skills to interact professionally with clients, attorneys, vendors, and staff.
• Ability to operate standard office equipment, including computers, transcription devices, fax machines, and photocopiers with advanced functions.
• Consistently reliable in attendance and punctuality.

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, administrative 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

Attention to detail

Multitasking

Oral and written communication

Education

High School Diploma or equivalent

Tools

Microsoft Office

iManage

Best Authority

Job description

Atkinson, Andelson, Loya, Ruud & Romo (AALRR) is a California-based AmLaw 200 law firm seeking a Legal Secretary to provide high-level administrative and secretarial support to attorneys, managing litigation matters from inception to resolution.

The role requires drafting complex legal documents, e-filing in state and federal courts, maintaining calendars, and coordinating hearings and travel for attorneys. Must have five years of legal secretary experience and excellent communication skills.