Legal Secretary

Responsibilities: 

Calendaring and Deadline Management 

• Manage or oversee all litigation and arbitration deadlines using the firm’s calendaring systems (DocketCalendar, Outlook). 
• Review incoming emails, court notices, and documents to calendar all applicable dates accurately. 
• Ensure reminders and follow-up tasks are assigned to attorneys and support staff. 
• Coordinate hearing dates, mediations, depositions, and other case events with all parties. 
• Maintain and update the docketing system in real time or work with the firm calendaring clerks.   

Filing and Service of Documents 

• Prepare, format, proof, and file legal documents in federal, state, and administrative courts. 
• E-file through court portals and ensure filings meet all technical and procedural requirements. 
• Serve documents on opposing counsel via approved service methods and maintain proof of service. 
• Track all filings and ensure documents are stored correctly in the case management system. 

Case Management Support 

• Maintain organized digital case files, ensuring accuracy and consistency across folders and naming conventions. 
• Assist attorneys with preparation of discovery responses, exhibits, witness files, and mediation binders. 
• Monitor case progress and proactively flag upcoming deadlines or issues. 
• Coordinate with internal teams including legal assistants and paralegals to ensure workflow efficiency. 

 Client Communication 

• Serve as a point of contact for client check-ins, scheduling, and updates. 
• Draft and send correspondence to clients, opposing counsel, and third parties as needed. 
• Assist clients in preparing documents or gathering information requested by attorneys. 
• Maintain professionalism and empathy in all communications, ensuring clients feel supported and informed. 

  Administrative and Operational Support 

• Schedule meetings, manage attorney calendars, and coordinate travel as needed. 
• Assist with billing tasks, expense tracking, and time entries as required. 
• Support onboarding of new cases following attorney review and direction. 
• Help maintain firmwide systems, SOPs, and process improvements. 

Requirements: 

• 3–5+ years of experience in litigation support, with a strong preference for employment law experience  
• Solid understanding of California and federal court rules and employment law procedures  
• Excellent drafting skills, particularly in preparing legal motions and discovery in employment cases  
• Highly organized, detail-oriented, and able to manage multiple deadlines  
• Proficient in legal practice management software (e.g., Filevine, Clio) and Microsoft Office Suite