The Litigation Secretary provides high-level administrative and legal support to attorneys in a fast-paced litigation practice. This role supports all phases of civil litigation, including document preparation, filing, calendaring, client communication, and trial assistance. A strong understanding of California state and federal court procedures is essential.

Key Responsibilities

Document Preparation & Filing

• Prepare, revise, proofread, format, and finalize a wide range of litigation documents, including pleadings, motions, briefs, subpoenas, notices, discovery responses, and correspondence.
• Handle state and federal court filings, including e-filing, under-seal filings, and service of process.
• Create shell pleadings, assemble exhibits, prepare tables of contents/authorities, and ensure compliance with court rules.

Case & Calendar Management

• Maintain attorney calendars, including court dates, filing deadlines, depositions, hearings, and trial-related events.
• Schedule depositions, court reporters, witnesses, and internal/external meetings.
• Open, organize, update, and close case files; maintain both physical and electronic filing systems.

Attorney & Client Support

• Support multiple attorneys efficiently, managing competing deadlines and workflow.
• Communicate professionally with clients, court personnel, opposing counsel, vendors, and internal staff.
• Prepare expense reports, time entries, travel arrangements, and general administrative support as needed.

Trial Support

• Assist with trial preparation, including assembling trial binders, exhibit lists, jury instructions, and witness files.
• Coordinate logistics for hearings and trials, including conference rooms, A/V setup, and materials management.

General Administrative Duties

• Manage incoming/outgoing mail and handle confidential information with discretion.
• Coordinate meetings, schedule conference rooms, and arrange catering or A/V support when needed.
• Provide overflow and cross-team support as needed.

Qualifications

Required

• Minimum 3-7 years of litigation experience in a law firm environment.
• Strong knowledge of California state and federal court rules, filing procedures, and litigation workflows.
• Proficiency with e-filing systems, Microsoft Office (Word, Outlook, Excel), and law firm document management software.
• Excellent grammar, spelling, proofreading, and attention to detail.
• Ability to prioritize multiple tasks, work independently, and meet strict deadlines.
• Professional communication skills and ability to interact with attorneys, staff, clients, and court personnel.

Preferred

• Experience supporting multiple litigation attorneys simultaneously.
• Familiarity with insurance defense, commercial litigation, or civil litigation practices.
• Typing speed of 60+ WPM and prior experience preparing complex legal documents.