Litigation Secretary (Senior-Level)

Location: La Jolla, CA (UTC area)
Employment Type: Full-Time | Hybrid (2 days in-office / 3 remote)
Schedule: Monday-Friday, 8:00 AM-5:00 PM
Compensation: $85,000 - $114,321 annually
(Equivalent hourly range: $43.59 - $58.63, depending on experience)

About the Firm

A premier international labor and employment law firm is seeking an experienced Litigation Secretary to join our La Jolla office. This is a key role supporting attorneys through every phase of litigation while ensuring high-quality work product and exceptional client service. We are seeking senior-level legal secretaries but are open to more junior candidates who demonstrate strong litigation fundamentals and a high level of teachability.

Key Responsibilities

• Prepare, format, proofread, and finalize litigation documents including briefs, pleadings, discovery, and correspondence
• Create and maintain document shells; generate and update Tables of Contents and Tables of Authorities
• File legal documents in California state and federal courts (ECF/e-filing required)
• Docket deadlines and manage litigation calendars, including statutes, court rules, and scheduling orders
• Maintain attorney calendars using Outlook and Aderant Milana
• Coordinate depositions, hearings, and court appearances, including scheduling court reporters and videographers
• Schedule hearings with state and federal court clerks
• Maintain and update client and matter files in document management systems (iManage, NetDocuments, or similar)
• Support discovery processes and manage documents throughout the full litigation lifecycle
• Enter, review, and revise timekeeper timesheets with proper litigation codes
• Prepare attorney reimbursements, mileage, and expense reports (Concur)
• Review vendor invoices, prepare check requests, and coordinate timely payment
• Arrange travel accommodations for assigned attorneys
• Provide professional, friendly, and responsive telephone and administrative support

Required Qualifications

• Minimum 5 years of experience as a litigation or legal secretary
• State and federal civil litigation experience (labor & employment preferred)
• Thorough knowledge of California Rules of Court and federal court procedures
• Demonstrated experience with docketing and calendaring litigation deadlines
• Familiarity with the entire litigation process, including discovery
• Experience with:
  • LexisNexis
  • PACER / ECF
  • Aderant Milana (or Compulaw-based systems)
  • Concur
• Advanced proficiency in Microsoft Word, Outlook, Excel, and PowerPoint
• Strong attention to detail, proofreading skills, and ability to prioritize deadlines

Preferred (But Not Required)

• College degree
• Experience in labor & employment defense litigation

What We're Looking For (Top Three Qualities)

1. State and federal civil litigation experience
   • Ability to prepare document shells, finalize filings, and locate applicable court rules
2. Strong docketing skills
   • Accurate, proactive calendaring of all litigation deadlines
3. Teachability and flexibility
   • Willingness to learn new systems and processes; adaptable in a fast-paced environment

Work Schedule & Hybrid Policy

• First month onsite for training
• Hybrid schedule thereafter: 3 remote days / 2 in-office days
• Remote days may be selected but must remain consistent

Compensation & Benefits

• Competitive salary: $85,000 - $114,321, based on experience and qualifications
• Comprehensive benefits package including:
  • Medical, dental, and vision insurance
  • 401(k) with profit sharing
  • Generous paid time off and paid holidays