• Location: San Francisco, California
• Type: Direct Hire
• Job #959
• Salary: $90,000 - $120,000

Litigation Legal Secretary (5+ years)
Location(s): San Francisco, CA | Palo Alto, CA
Compensation: $90,000 – $120,000 paid hourly (~$44/hr – $65/hr)
Schedule: 3 days/week Onsite

Client Size: 1,500+

Client Description:
Our client is an AM100 and Vault 100 Law firm with offices across the United States and around the world. They are a full-service firm recognized as a leader in the energy, technology and life sciences sectors. Clients depend on them to solve many of their most complex business problems, and the firm mobilizes teams across offices and practices, creating dynamic work opportunities. They take their responsibility to support colleagues seriously and invest heavily in training and development.

Position Description:
Our client is hiring Litigation Secretaries for both their San Francisco and Palo Alto offices. Each position will support 5 litigators (a mix of partners and associates), most of whom focus on Intellectual Property Litigation. Candidates will need to have experience and be proficient in e-filing in various federal and state courts. Candidates should also have experience handling a wide variety of administrative tasks (including calendaring, time entry, expenses, travel arrangements) and using the related software.

Essential Duties and Responsibilities: 

• Provides confidential administrative support to assignments, performing secretarial tasks of a confidential nature including, but not limited to, composing or preparing documents and correspondence. This may require spending long periods of time at a computer workstation.
• Establishes, maintains, processes, and/or oversees electronic files, correspondence, databases, records, certificates, and/or other documents. 
• Prepares complex legal documents and correspondence requiring knowledge of legal terminology and advanced formatting skills. 
• Draft, format and finalize pleadings and discoveries, in preparation of service and/or direct filings with the respective court.
• Schedules appointments and performs other tasks related to maintaining assignments’ calendars; schedules and coordinates meetings and conferences, including extensive travel, lodging, transportation, and meal arrangements. 
• Handles in-coming correspondence (including gathering and/or preparing needed materials for lawyer’s review of same in timely fashion), as well as out-going correspondence, including mail, emails to clients, faxes, hand deliveries, FedEx’s, etc. 
• Drafts, edits and disseminates information through presentations, charts, graphs, diagrams, spreadsheets, letters, email, mail, memos, itineraries, etc. 
• Answers telephones and delivers accurate and timely messages.
• Reviews and revises monthly proformas; prepares correspondence for each and submits revised proformas and drafts letters to lawyer for approval; submits to accounting department for final invoices; mails/emails/e-submits specific invoices to clients. 
• Inputs attorney time as needed utilizing the Firm’s time entry software on a daily basis. 
• Interacts with clients, vendors, attorneys and staff to maintain good relations.
• Closes files per lawyer requests in Firm software, currently NBI.
• Reconciles and submits travel, client development, and client expenses for reimbursement through Chrome River and reconciles AMEX statements for all assignments.
• Other projects as assigned by the Partner in Charge and Office Administrator.

Qualifications: 

• 5+ years of experience supporting Litigation Attorneys in an administrative capacity.
• Proficiency with e-filing in federal and state courts
• Strong experience managing attorney calendars, entering time, preparing expenses, arranging travel and other administrative duties
• Proficiency with Microsoft Office and experience using other programs for expenses, time entry, document management, etc.
• Proficiency with FileSite document management is a plus.
• Ability to gather data, compile information and prepare reports.
• Strong organizational and records management skills.
• Ability to communicate effectively and with tact and diplomacy, both orally and in writing.
• Ability to maintain confidentiality of all information.
• Strong interpersonal skills and the ability to work effectively with a wide range of constituencies in a diverse community. 
• Ability to proofread typed material for grammatical, typographical or spelling errors.
• Ability to organize and prioritize numerous tasks and complete them under time restraints.
• High School Diploma required; Some college and/or PLS Certification desirable.