Legal Secretary - Litigation/Transcational

Job TitleLitigation & Transactional SupportPrepare, revise, proofread, and finalize complex legal documents, pleadings, correspondence, memoranda, and emails from drafts and transcriptionHandle e-filings in state and federal courts and administrative agencies while ensuring compliance with court rules and filing proceduresSupport all stages of litigation matters from case initiation through trial preparation and resolutionAssemble exhibits, pleadings, discovery materials, and supporting documentation for hearings, arbitrations, mediations, depositions, recordings, and other legal proceedingsCreate, update, and maintain Tables of Contents (TOC) and Tables of Authorities (TOA)Ensure legal documents comply with firm formatting standards, filing requirements, and critical deadlinesMaintain litigation files, case records, and legal documentation in accordance with firm proceduresUtilize legal software, transcription equipment, and document management systems to efficiently manage workflow and documentationAdministrative & Operational SupportManage attorney calendars, scheduling appointments, meetings, hearings, and litigation deadlinesMaintain master calendars and monitor critical case-related deadlines to ensure timely filings and appearancesCoordinate travel arrangements for attorneys including airfare, hotels, transportation, and itinerariesPrepare and process new client and matter intake requests in accordance with firm policies and proceduresSort, review, print, and distribute incoming mail, correspondence, and emails to appropriate recipientsOrganize and prepare materials for meetings, presentations, and legal proceedingsAssist with the preparation of marketing and business development materials including attorney biographies, pitch folders, and PowerPoint presentationsProvide backup and overflow support to attorneys and administrative staff as neededAdditional SupportMaintain confidentiality of sensitive firm, client, and personnel informationCollaborate effectively with attorneys, clients, vendors, and staff in a professional and team-oriented mannerPrioritize and manage multiple assignments and competing deadlines in a high-volume legal environmentDeliver exceptional administrative and client service support across the firmPerform additional duties and special projects as assigned to support business needsQualificationsHigh School Diploma or equivalent requiredMinimum of 5 years of litigation secretary experience in a law firm environmentStrong knowledge of litigation procedures, court rules, legal terminology, and e-filing requirementsExcellent writing, editing, proofreading, and formatting skillsAdvanced proficiency in Microsoft Office Suite including Word, Excel, PowerPoint, and OutlookFamiliarity with document management systems such as iManage and Best Authority preferredStrong organizational and time management skills with the ability to support multiple attorneys simultaneouslyExcellent verbal, written, and interpersonal communication skillsAbility to work independently while maintaining accuracy and attention to detailProfessional demeanor with strong discretion and confidentiality standardsReliable attendance, punctuality, and flexibility to work overtime as neededWork EnvironmentFully onsite role in Irvine, CA with regular and reliable attendance requiredFast-paced litigation and transactional legal support environmentCollaborative and team-oriented workplace with frequent cross-functional interactionFrequent use of computers, transcription equipment, copiers, scanners, printers, and phone systemsProlonged periods of sitting with occasional standing, walking, bending, kneeling, and lifting office materials as neededAvailability to work more than 40 hours per week when requiredBenefitsCompetitive salary and comprehensive benefits packageMedical, Dental, and Vision InsuranceRetirement savings plan optionsPaid Time Off (PTO)Professional development and career growth opportunitiesAdditional firm-sponsored benefits