Litigation Secretary

D3 Search is actively seeking a snr. level Litigation Secretary candidate for a well-established and highly respected CA-based law practice located in Newport Beach, CA (92660).

Position Title:

Litigation Secretary

• Note: 5 yrs. relevant litigation/legal experience is highly preferred.

Location/Map:

Newport Beach, CA (92660)

Employment Status:

Full-time employment opportunity | non-exempt role (OT in accordance w/ CA laws).

Employer Work Model

Flexible hybrid 3/2 work model (3 onsite & 2 remote).

Position Summary:

The Litigation Secretary supports several senior litigators in the firm's highly regarded litigation practice. The successful candidate will be a proactive contributor with a robust knowledge of court rules and procedures who enjoy working on fast-paced litigation teams.

General Duties & Responsibilities:

• Support attorneys in civil and commercial litigation matters;
• Enter calendar deadlines in firm calendaring program (Law Toolbox) and proactively monitor deadlines;
• Prepare, proof, file (including e-filing), and serve court filings (petitions, motions, objections, complaints, answers, appeals, ex-parte applications) and notices of hearing;
• Prepare subpoenas and necessary notices, prepare shell pleadings, shell discovery requests and responses and monitor discovery deadlines, and file supplements when needed;
• Assist with document productions via e-discovery platform (Lexbe);
• Schedule and provide notices for remote depositions, hearings and mediation;
• Create, proofread and revise correspondence, memoranda, engagement letters, waiver of conflicts and other legal documents, and fix formatting issues for documents created incorrectly;
• Scan and photocopy documents, send documents to clients via mail or email as requested;
• Maintain paper files and electronic files in document management system (iManage);
• Prepare new client matter forms, initiate conflict checks, open and set-up new client files;
• Maintain attorney CLE records and certificates of attendance and keep file of same;
• Maintain attorney calendars, confirm appointments, prepare files for meetings with clients;
• Schedule conference calls and make travel arrangements;
• Prepare travel expense reports and submit reimbursement requests to Accounting Department;
• Maintain and update attorney contact lists;
• Open incoming and interoffice mail, review for content and direct accordingly;
• Enter, revise and balance attorney time on billing system, mail or email monthly bills to clients, work closely with Accounting Department to resolve client billing issues;
• Complete attorney registration to various courts and state agencies;
• Communicate with clients directly or as requested by attorneys;
• Create, modify, and finalize presentation materials for webinars, seminars, and training purposes;
• Provide overflow assistance to other secretaries as needed;
• Assist with overtime assignments when required.

Qualifications/Background:

• High School Diploma or GED equivalent required; college degree preferred;
• Solid understanding of court rules, filing processes and procedures;
• Knowledge of litigation deadlines and litigation process;
• Experience supporting active litigation practices;
• Highly organized, detailed oriented and able to produce an accurate work product;
• Ability to work with multiple lawyers on multiple client matters at the same time;
• Personable, approachable and possesses a high level of integrity and accountability;
• Enjoys working with a diverse range of individuals and demonstrates compassion and diplomacy when dealing with clients;
• Trustworthy and able to maintain absolute confidentiality in all HR matters;
• Consistently positive and professional demeanor;
• Strong verbal and written communication skills;
• Demonstrates initiative, resilience and resourcefulness;
• Able to follow directions accurately and work independently;
• Experience with and a high level of proficiency required for Microsoft Office (Word, Excel & PowerPoint), iManage (or similar DMS), Best Authority, CCC Macros (or similar offering), and Adobe Pro.

Salary/Compensation/Benefits:

Yearly salary is 100K (DOE/DOQ) plus a comprehensive and robust health benefits package, generous PTO, flexible hybrid work model (3/2), onsite parking, annual salary reviews/increases and lucrative bonuses, and many other notable employee-centered perks, etc.

If interested in this full-time/direct hire Litigation Secretary role in Newport Beach, CA (92660), and you meet the above qualifications/requirements, please do not hesitate to contact the following D3 rep.:

Don Moser | D3 Search

📬don@d3search.com | ☎️ 213-785-2485

📡 www.d3search.com