Job Details

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Overview

A respected law firm is seeking a skilled Litigation Legal Secretary to provide high-level administrative and litigation support to attorneys in a busy practice group. The ideal candidate will manage all aspects of case support, including preparing and filing legal documents, coordinating discovery and trial activities, maintaining calendars, and ensuring efficient case management. This role requires exceptional organizational ability, attention to detail, and the capacity to work effectively under pressure. The Litigation Legal Secretary will collaborate closely with attorneys, paralegals, and other team members to ensure the smooth operation of the litigation process.

This is a full‑time, in‑office position (5 days per week) located in Lafayette, CA.

Key Responsibilities

Litigation Support

• Prepare, format, proofread, and file legal documents in both federal and California state courts.
• Assist attorneys with all phases of litigation, including case initiation, discovery, and trial preparation.
• Maintain and update case calendars, deadlines, and court schedules using case management and calendaring software.
• Coordinate logistics for depositions, meetings, and trial activities, including scheduling, travel, materials, and technology setup.
• Communicate effectively with attorneys, clients, opposing counsel, and co‑counsel.

Case and Document Management

• Organize and maintain both electronic and physical case files for easy retrieval and compliance with firm standards.
• Use document management systems to ensure all case materials are properly filed and updated.
• Create and maintain document sharing sites for attorneys, co‑counsel, and clients.
• Manage and track litigation tasks, depositions, and discovery timelines using spreadsheets and tracking tools.

Discovery and Trial Preparation

• Support discovery processes, including organizing, reviewing, and producing documents using tools such as DISCO, Everlaw, or Nuix.
• Prepare witness materials, exhibits, and trial binders as required.
• Conduct factual research and prepare summaries as directed by attorneys.
• Attend court proceedings or other venues to assist with setup, technology coordination, and on‑site support.

Administrative Support

• Manage calendars, schedule meetings, and circulate updated deadline reports and master calendars.
• Coordinate payment of case‑related invoices and track client expenses.
• Assist with time entry and ensure accurate billing documentation.
• Draft, format, and finalize correspondence and filings for attorney review and signature.

Court and Filing Knowledge

• File and serve pleadings and motions in compliance with federal and state court rules.
• Prepare and handle proofs of service, discovery requests, and responses.
• Understand deposition and motion practice requirements in both state and federal courts.
• Ensure documents meet court formatting standards, including tables of authorities and contents, proper citations, and signature blocks.

Qualifications and Requirements

• Education: Bachelor's degree or equivalent professional experience.
• Experience: Minimum of 5–7 years of litigation experience in a law firm environment.
• Technical Skills:
  • Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and Windows.
  • Familiarity with litigation support platforms such as DISCO, Everlaw, or Nuix (training available).
  • Experience or interest in AI‑powered legal tools (e.g., Microsoft Copilot, DISCO Cecilia, Harvey AI) preferred.
  • Proficiency in Microsoft Teams, Zoom, and other virtual collaboration tools.
• Strong organizational and project management abilities.
• Excellent written and verbal communication skills.
• Meticulous attention to detail and accuracy.
• Ability to manage multiple priorities and meet deadlines in a fast‑paced environment.
• Collaborative team player with a proactive, solutions‑oriented mindset.

Additional Information

• Seniority level: Associate
• Employment type: Full‑time
• Job function: Legal and Administrative
• Industries: Legal Services and Law Practice