Legal Secretary

Job Summary

The Legal Secretary provides advanced administrative and litigation support to a team of attorneys in a fast-paced, deadline-driven environment.

Job Responsibilities

• Provide comprehensive litigation support to multiple attorneys, managing heavy and complex caseloads. 
• Prepare, revise, proofread, and format pleadings, motions, briefs, discovery, and correspondence in compliance with applicable court rules.
• Manage e-filings in federal and state courts. 
• Prepare client bills, including collecting, entering and editing time in InTapp and 3E. Resolve issues involving client service coordination, billing adjustments, and special information needs.
• Coordinate domestic and international travel arrangements. Prepare, submit, and track travel and expense reimbursements.
• Assist with discovery and trial support, including document production, exhibit preparation, and court filings. Support scanning, photocopying, and binder preparation as needed.
• Create and maintain filing systems and databases in compliance with office policies to ensure accurate and efficient data retrieval.
• Maintain and monitor litigation calendars, including deadlines, hearings, depositions, and trial dates.
• Communicate professionally with courts, clients, opposing counsel, and internal teams.
• Perform other duties as assigned.

Knowledge, Skills, and Abilities

• Ability to perform both routine and complex tasks with care, attention to detail, and efficiency.
• Proficiency with Microsoft Office (Word, Outlook, Excel); experience with document management and e-filing systems required.
• Demonstrated proficiency in the use of Microsoft 365 and advanced knowledge of Outlook, Nuance, Litera Change Pro, and Adobe Acrobat (including extracting and converting PDF files), with the ability to learn additional firm software as needed.
• Extensive knowledge of advanced Word functions, including Tables of Contents (TOC), Tables of Authorities (TOA), Best Authority, cross-referencing, Track Changes, tables, and styles.
• Familiarity with graphics and image manipulation, including resizing, copying and formatting content for PowerPoint presentations.
• Demonstrated ability to follow directions and work effectively both independently and collaboratively in a cooperative and professional manner.
• Thorough command of the English language, including excellent spelling, grammar and punctuation.
• Working knowledge of legal terminology and procedures.
• Ability to work a minimum of three days per week in the office and additional hours as requested.
• Strong communication skills and sound professional judgment, with the ability to communicate clearly and effectively, both orally and in writing, with attorneys, staff, vendors, and external contacts.
• Ability to lift, move and carry items weighing up to 25 lbs. without assistance. 

Education

The position requires a High School Diploma or GED. AA/BA/BS degree preferred. 

Experience

• Minimum of 7 years of litigation secretary experience, preferably in an Am Law 200 or large law firm environment
• Demonstrated hands-on experience with e-filing in federal and state courts. 
• Strong knowledge of court rules, procedures, and deadlines.
• Familiarity with PACER/CM/ECF and legal docketing systems.