Litigation Secretary (Senior Level)

Location: San Diego, CA (Hybrid - 3 Remote / 2 In-Office)
Schedule: Monday-Friday, 8:00 AM - 5:00 PM
Salary Range: $85,000 - $115,000
Employment Type: Full-Time (Open to Temp-to-Hire)

About the Role

A premier international labor and employment law firm is seeking an experienced Litigation Secretary to support a dynamic team of attorneys. This critical role ensures the efficient operation of the litigation practice by delivering high-quality administrative and legal support while maintaining exceptional client service standards.

This position is ideal for a detail-oriented professional with strong state and federal civil litigation experience, excellent organizational skills, and the ability to thrive in a fast-paced, collaborative environment.

Key Responsibilities

• Prepare, format, and finalize legal documents, including briefs, pleadings, and correspondence
• Perform electronic filing (e-filing) in state and federal courts (ECF/PACER required)
• Proofread documents thoroughly to ensure accuracy and compliance prior to filing or distribution
• Maintain and update client files and document management systems
• Manage attorney calendars using Outlook and Milana (CompuLaw-based system), including deadlines and court dates
• Coordinate depositions, hearings, and meetings, including scheduling court reporters and videographers
• Communicate with court clerks to schedule hearings and manage court-related logistics
• Organize attorney travel arrangements and logistics
• Enter, review, and revise attorney timesheets, ensuring proper use of litigation billing codes
• Prepare expense reports, reimbursements, and mileage submissions via Concur
• Review vendor invoices, prepare check requests, and ensure timely submission for payment
• Provide professional and responsive phone support to attorneys and clients

Required Qualifications

• Minimum of 5 years of experience as a litigation secretary supporting civil litigation
• Strong experience in state and federal civil litigation processes
• Proficiency with:
  • E-filing systems (ECF, PACER)
  • Docketing and calendaring
  • Legal document preparation (including Tables of Contents and Authorities)
• Demonstrated knowledge of California court rules and procedures
• Familiarity with:
  • LexisNexis
  • Aderant Milana (or similar docketing systems such as CompuLaw/Best Authority)
  • iManage or NetDocuments (DMS platforms)
  • Concur (expenses)
• Advanced proficiency in Microsoft Office Suite (Word, Outlook, Excel, PowerPoint)
• Strong understanding of litigation lifecycle, including discovery processes

Top Priorities for Success

1. State & Federal Civil Litigation Expertise

   • Ability to prepare document shells, finalize filings, and navigate court rules (especially California rules)

2. Docketing & Calendaring Proficiency

   • Accurate tracking of deadlines and court requirements

3. Adaptability & Teachability

   • Willingness to learn new systems and processes
   • Flexibility in a fast-paced legal environment

Preferred Background

• Experience in labor and employment litigation
• Experience supporting attorneys in full-cycle litigation
• Senior-level legal support experience (open to strong mid-level candidates)

Work Environment

• Hybrid schedule: 3 remote days / 2 in-office days (UTC area, San Diego)
• Flexible remote days (must remain consistent weekly)
• First month fully onsite for onboarding and training

Benefits

• Medical, dental, and vision insurance
• 401(k) with profit sharing
• Generous paid time off and holidays